Admin Assistant 1

Siemens; Pune District; On-site; INR 600,000 - 900,000; Full time

Job summary

Siemens Software in Pune is seeking an experienced executive assistant/administrative coordinator to support senior leaders with vendor management, calendar coordination, travel arrangements, and project coordination. You will handle information management, event planning, logistics for visitors from Pune, and general admin tasks, including conferencing, trainings, and meeting space management.

Ideal candidates excel in communication, time management, and discretion, with strong MS Office skills

Qualifications

• Experience listed in the pre-requisites: strong communication, multitasking, MS Office proficiency, and confidentiality.

Responsibilities

• Vendor onboarding/offboarding and contract/PO management.
• Calendar management and travel arrangements for executives.
• Project coordination and information management.
• Event planning and handling logistics for workshops or conferences.
• General administrative tasks including meeting room booking and trainings.
• Logistics support for visitors from Pune; prepare invitation/cover letters.
• Office space management: attendance reports, seat allocation, and data refresh.
• Use SAP, Workday, Concur, and NextGen for related processes.

Skills

Communication skills

Time management

Computer literacy

Attention to detail

Discretion & confidentiality

Organizational skills

Independent work

Email management

Tools

SAP

Workday

Concur

NextGen

Job description

Siemens Digital Industries Software is a leading provider of solutions for the design, simulation, and manufacture of products across many different industries. Formula 1 cars, skyscrapers, ships, space exploration vehicles, and many of the objects we see in our daily lives are being conceived and manufactured using our Product Lifecycle Management (PLM) software.

Pre-requisites

Experience : 4 + years

• Communication skills: Interact with many people, including clients, vendors, and staff, so they need to be able to communicate well.
• Time management skills: Should be able to multitask and manage their time efficiently to handle multiple tasks.
• Computer literacy: Proficient with MS Office, especially Excel and PowerPoint.
• Attention to detail: Be precise and notice minor discrepancies.
• Discretion and confidentiality: Should be able to maintain confidentiality and discretion.
• Organizational skills: Be organized to manage calendars, schedule appointments, and prepare expense reports.
• Ability to work independently: Work independently and as part of a team.
• Ability to respond to emails: Should be able to effectively manage and respond to emails.

Job Description

• Vendor Management : Onboard / offboard new vendors
• Contractor PRs, PO and invoicing, accruals – T&M and Fixed cost
• Calendar management: Managing the executive's schedule, including making appointments and prioritizing matters
• Travel arrangements: Support in getting Visa, tickets, hotels, cabs
• Project coordination: Assisting with the planning and execution of projects
• Information management: Maintaining confidentiality and accurate records
• Event planning: Coordinating events, such as workshops or conferences, including selecting venues, managing invitations, and handling logistics
• Administrative tasks: Performing general administrative tasks, book conference rooms, offices, support workshops & trainings, arrange food
• Logistics support for visitors / travelers from Pune: Maek Invitation letters, Covering letters, book cabs, book domestic flights if needed
• Office space management :
  • Get attendance data reports and EDR every month, organize them in the needed format, update the data, refresh formulas, and generate reports
  • Physical allocation of seats as per the eligibility criteria, maintain history
• Tools :
  • SAP: Creating PRs for Hardware and processing invoices in NextGen Tool
  • Workday : Initiate Transfers, exit, Create Pre-PCFs and Job Requisitions
  • Concur : Book Hotels, Cabs, submit reimbursement
  • NextGen : Process invoices, keep a track of invoices, submit monthly accrual to Finance
• Hardware :
  • Work on yearly hardware refresh activity of ~ 1000+ staff and order hardware twice a year as per the due dates
  • Make sure every new joinee gets hardware on the day of joining. Plan accordingly.
  • Manage Floater pool of old laptops
  • Hardware failure support for the group

Why Us

At Siemens Software, flexibility is how we work—hybrid by default, built on trust and autonomy. Together, 30,000 people across more than 200 countries build technology that shapes the real world. You'll grow through real projects, strong technical peers, and global mobility, backed by the scale and benefits of an industrial software leader. We're committed to equality and inclusion, and we hire based on merit, skills, and impact. Bring your curiosity and creativity and help us shape tomorrow!

Siemens Software. Transform the Everyday

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