Project Support Associate with German language, office based in Bratislava

PURPOSE

To provide comprehensive administrative support to the field based staff of complex multiple projects.


RESPONSIBILITIES

To work collaboratively across the Team Coordinator function, and understand how the function contributes to the Commercial business.
To review current policies and procedures and, where appropriate, identify and recommend more efficient or effective ways of working
To foster productive, collaborative working relations with key contacts across the business.
To be the first point of contact for all queries relating to the project, handling and addressing issues where appropriate, or else directing queries to the most appropriate contact.
To follow processes and procedures (new employee, leaver, transfer) and work with departments (HR, Fleet, Resourcing, HR-PSC, Amex, BT etc.) to ensure effective team administration. Ensure that systems (e.g. People soft Financials, Orange Billing Manager, Eagle, People soft Expenses) are updated accordingly.
To track levels of absence, identify sickness trends within the project and highlight cost implications as appropriate.
To facilitate production and documentation of presentations and organize team/customer meetings, finalizing minutes in collaboration with Project Director
To support Month end administration, ensuring daily rates are allocated to field teams along with relevant time sheet. To understand financial systems (e.g. drill downs, rolling forecasts etc), accurately collate information in connection with the Rolling Forecast, within project deadlines. To conduct financial tracking for project revenue recognition and liaising with Management Accounts.
To ensure all requisitions and invoices are coded correctly to ensure costs are billed to the project or passed through to the client.
To undertake diary management of Project Director
To liaise with the customer, addressing issues raised or else flagging elsewhere within the business. Where appropriate, be the Company representative at customer events.
To provide support to other team coordinators through training and mentoring.
Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Good verbal and written communication skills, excellent telephone manner, team working skills, flexible attitude to work
Excellent verbal and written English and German skills
Good prioritization skills
Able to use initiative, plan ahead, proactive in problem solving, diplomatic and able to demonstrate appropriate decisions within scope of authority
Intermediate understanding of Word, Power point and basic Excel
Ability to establish and maintain effective working relationships with coworkers, managers and clients

MINIMUM REQUIRED EDUCATION AND EXPERIENCE
University Degree +0-2 years of related work experience; or equivalent combination of education, training and experience


PHYSICIAL REQUIREMENTS

Extensive use of telephone and face-to-face communication requiring accurate perception of speech
Extensive use of keyboard requiring repetitive motion of fingers
Some travel may be required
Regular sitting for extended periods of time