Job description

Typically working as part of a team, responsible for PMO tasks that enable the effective operation of the department. Provides effective support to all internal and external clients. Delivers in own area and contributes to overall departmental goals.

Responsibilities

Provides general support to the department and delivers in assigned work, contributing to overall departmental goals, policies and procedures.
Acts as a link connecting departments, clients and employees.
Maintains databases, creates reports and records.
Documents meeting minutes and follows up on actions.
Co-ordinates management diaries, organises meetings and diary management for senior colleagues.
Resolves straight forward problems and escalates issues with suggestions for further investigation and options for consideration as required.
Supports on boarding and off boarding of staff in relevant resource pool.
Involved in short-term reallocation of resources between the various client requests with the project manager’s agreement.
Controls daily bookings in relevant systems (e.g. SAP) and correctness of all bookings upon each project’s regulations.
Ensures utilisation of various employees working on different projects. Maintains up to date absence information in line with defined procedures including system approvals and requests details from resources.

Qualifications

Fluent German (is a MUST) and English.
Basic knowledge and experience in a client/customer service role
Has experience in working with databases.
Shows genuine interest in the business and clients, understands how the business can contribute to clients.
Confident talking to stakeholders over the telephone and via email communications.
Proficient with MS Office suite of programs, in particular Excel, PowerPoint, Word and Outlook.
Professional attitude, experience in treating stakeholders with respect and dignity.

Essential Skills

General:

Shows genuine interest in the business and clients, understands how the business can contribute to clients.
Professional attitude, experience in treating stakeholders with respect and dignity.
Open to the possibility of change and considers ways to implement and adapt any changes in own role.
Good communication skills, communicating effectively with appropriate level of detail, using language that connects with different audiences.

Technical:

Strong administration skills and attention to detail.
Proficient with MS Office suite of programs, in particular Excel, PowerPoint, Word and Outlook.
Basic knowledge and experience in a client/customer service role.
Comfortable supporting a demanding and dynamic team.
Confident talking to stakeholders over the telephone and via email communications.
Proficient in relevant software packages and applications.
Able to build and maintain good relationships with internal teams and external contacts.
Has experience in working with databases.
Ability to handle confidential information.

Management:

Must be flexible, independent and self motivated
Willingness to learn and participate in learning and training for personal and professional development.
Good self management with experience in delivering reliably and consistently against defined goals, adapting own approach to ensure goals are met.
Has a professional outlook, acting with integrity at all times.

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