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Senior Administrative Assistant
Exton, PA US
Clerical & Administrative Real Estate & Building Maintenance
High School Diploma
Senior Administrative Assistant
Bentley Systems is hiring for a Senior Administrative Assistant to work for our Facilities department in our Exton, PA Corporate Headquarters. The individual selected will be responsible for:
Procurement of a wide variety of Computer Software & Services, as well as Mobile devices, and supplies
Supporting the Vendor Management Office and Director of Logistics with vendor relationships
Working closely with vendors, negotiating for competitive pricing, developing buying strategies to purchase and arrange timely deliveries.
Creation of Vendors in Financial system on a global basis. (SAP).
Working on both Big & Small projects in HQ location (Exton)
Facilitating small projects in all US offices, after initial fit out by Real Estate group.
Answering Help requests for, Cell Phones, Tablets, IT equipment, facilities items, and anything related to the Facilities group
Managing the Office Depot and Tech Depot procurement program for all of the Americas
Reconciliation of monthly spend with online reports and invoices ensuring accuracy and timely payment
Utilizing SAP Software (financial system) to process routine & short notice Domestic and International purchases.
Developing methods to shorten procurement cycle for ordering office supplies/technical supplies
Establishing preferred pricing of online vendor’s portals.
Updating databases for, indexing contracts , setting renewals, and adhering to document retention plan.
Ensuring Corporate Cell Phone Management and policy compliance.
Providing administrative support for Vendor Management, Real Estate, Logistics, Travel, & Environmental Offices
Supporting 23 office in the Americas which have no on-site Office Managers.
Tracking facilities/utility bills, code approve for Finance.
Acting as a liaison between Bentley colleagues and the various vendors
Ensuring colleagues have a safe and professional work environment; address any facilities issues with colleagues as they arise.
Excellent oral and written communications skills
Highly organized and analytical.
Skilled at coordinating / negotiating with outside agencies for services
Ability to do research, organize information, report findings, and make sound decisions
Proficient in MS Word, Outlook, Excel, and SharePoint
Ability to work well with outside vendors, internal customers, and corporate facilities team.
Purchasing background preferred
Experience with SAP helpful
Can always be counted on to complete assigned tasks with minimal follow up
Ability to set measurable goals and meet deadlines
Strong Computer skills and the ability to learn new applications on their own
Experience in office administration and customer service
Skilled in project management and process improvement
Bentley Systems is a software development company that supports the professional needs of those responsible for creating and managing the world’s infrastructure, including roadways, bridges, airports, skyscrapers, industrial and power plants as well as utility networks. With our broad product range, strong global presence, and pronounced emphasis on our commitment to our neighbors, Bentley Colleagues are engaged functioning members of the global community. Our successes are determined by the skills, dedication and involvement of our extraordinary Bentley Colleagues around the world.