Collaborateur-trice administratif-ve / Front Office — Etat de Fribourg

Full description

Who are we?

The Buildings Service (SBat) is a central service of the state of Freiburg, whose mission is to build, acquire, rent and maintain the building stock of the state of Freiburg, or about 700 objects.

Linked to the Finance & Administration section, the Administrative Assistant/Front Office has an essential cross-cutting function within the SBat. It ensures the day-to-day functioning of the service, supports the teams in their administrative processes and ensures the rigorous monitoring of files, orders, correspondence and procedures. A preferred point of contact for internal and external partners, it contributes directly to the quality of the service rendered and the fluidity of the activities of the SBat.

Why join us?

The State-employer encourages the reconciliation of work and private life and offers an attractive working environment and working conditions to its employees. To learn more, follow this link .

In order to strengthen our administrative team, we are looking for an experienced administrative assistant, able to evolve in a dynamic environment where priorities can evolve rapidly and where quality of service is a priority.

Your missions

Within the Secretariat of the Buildings Service, you have a central role in the proper administrative functioning of the Service. Your main activities are:

• Provide telephone reception and reception for visitors
• Manage incoming mail and prepare outgoing correspondence
• Manage management calendar and organize sessions for the Service
• Enter and track commands and be the reference person for these processes and use of the ERP
• Support and support staff in the use of administrative tools and procedures
• Preparation and administrative follow-up of public procurement procedures, including preparation of documents related to procurement and administrative decisions
• Tracking records in document management tools
• Ensuring the homogeneity of administrative processes within the team
• Participate in continuous improvement of administrative processes and contribute to changing working methods
• Support HR administration on an ad hoc basis

Profile desired

• SWCs or training deemed equivalent
• 5 years experience confirmed in a demanding administrative function requiring a solution-oriented approach by demonstrating initiative and continuous improvement
• Excellent mastery of Microsoft 365 and ease with computer tools including SAP S/4hana and/or Axioma
• With an excellent sense of public service, you have an interest in administrative procedures that require organisation, rigour and precision.
• Ability to quickly understand new processes
• Ability to manage multiple solicitations simultaneously, you appreciate team work and contacts with various interlocutors
• Excellent oral and written proficiency in French and good knowledge of the German language

Contact details

Richelle Hartmann, Head of Administration, [email protected], T +41 26 305 38 60