Admin Assistant 1

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

Job summary

Siemens Software seeks an experienced administrative professional in Pune to handle vendor onboarding/offboarding, calendar management, travel arrangements, and project coordination. The role requires strong communication, organizational skills, and the ability to work independently within a hybrid, global environment.

Responsibilities include managing vendor contracts and invoicing, maintaining confidential information, and supporting events and trainings.

Qualifications

• Experience: 4+ years.
• Strong communication and time management skills.
• Proficient with MS Office, especially Excel and PowerPoint.
• Attention to detail and confidentiality.
• Able to work independently and as part of a team.
• Effective email management and responsiveness.

Responsibilities

• Vendor management: Onboard / offboard vendors.
• Contractor PRs, POs, invoicing, and accruals (T&M and fixed cost).
• Calendar management: manage executive schedule and priorities.
• Travel arrangements: visas, tickets, hotels, and cabs.
• Project coordination: assist planning and execution of projects.
• Information management: maintain confidentiality and accurate records.
• Event planning: coordinate workshops or conferences, logistics and invitations.
• Administrative tasks: book rooms, support trainings, arrange meals.
• Logistics support for visitors travel from Pune; invitation letters and booking transport.
• Office space management and attendance data reporting; maintain data formats.

Skills

Communication skills

Time management

Computer literacy

Attention to detail

Discretion and confidentiality

Organizational skills

Ability to work independently

Respond to emails

Tools

SAP

Workday

Concur

NextGen

Hardware

Job description

Job Family: Software

Req ID: 519974

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

#LI-Onsite

#LI-PLM

Organization: Digital Industries

Job Type: Full-time

Category: Internal Services