Administrative Assistant

Tishman Speyer is one of the leading real estate operators and real estate private equity players in the world. The company's commitment to excellence, and its mission to create value for its investors and tenants, places Tishman Speyer at the forefront of the real estate industry as it acquires and develops properties, and manages its portfolio and assets.

Functional Responsibilities:

Provide administrative support to Luxembourg office

• Answer phones courteously, determine how best to respond to caller need.
• Respond to caller inquiry, provide information when appropriate.
• Determine when to forward calls and to whom.
• Take clear, accurate phone messages.
• Manage, organize paperwork.
• Open, sort, organize, distribute and respond to mail.
• Maintain well-organized filing system that allows for easy tracking of information in Box and/ or in physical files as required.
• Manage copying and collating of materials.
• Organize messenger service, overnight delivery and other mailing.
• Work with staff to determine scheduling needs and preferences.
• Determine who to schedule when, confirm appointments.
• Keep manager informed of schedule, purpose of appointment.
• Schedule meetings, confirm attendance, prepare meeting rooms and arrange food when needed.
• Organize travel arrangements when needed (including flights, hotels, taxis) in line with Company policy;
• Ordering, maintaining and distribute office supplies §
• Organize designated staff expense reports.
• Assure that all receipts are available to send to CBRE as applicable.
• Compare receipts to calendar to determine expense allocation.
• Complete all expense reports accurately and in a timely manner.
• Prepare the data form for any supplies of TS Luxembourg to be provided to accounting
• Perform other administrative responsibilities, as necessary
• Organise staff events, lunch, dinner as deemed necessary
• Assist with facilities and HCM/Payroll related matters
• Facilities
• Coordinate workspace, supplies, equipment for new joiners, including office keys tracker.
• Coordinate with IT re: phone, computer set up.
• Coordinate cell phone orders and plans; collect phones and all materials from terminated employees ; complete Leaver Checklist for HCM; cancel building pass.
• Coordinate with building office, external vendors, landlord to respond to needed repairs, replacements.
• Employee Benefits/Payroll
• Co-ordinate with HCM re Benefits forms e.g. for new hires or member changes
• Co-ordinate all HCM/Payroll forms as needed by HCM/Payroll in London (including but not limited to new joiner Payroll forms; pension change of personal contribution forms; employee Louch on voucher count based on travel ; new joiner checklist etc.
• Order luncheon vouchers on a monthly basis for the office in line with Payroll guidelines.
• Health & Safety – under the guidance of the Senior Director Luxembourg:
• Ensure compliance with applicable workplace H&S requirements, including but not limited to portable electrical appliance testing; provision of trained first aid staff; availability of appropriate first aid kit etc.
• Keep up to date with changes to applicable H&S legislation to ensure ongoing compliance.
• Absence Management
• Manage schedules for staff holidays and sickness
• Management system for Luxembourg team to do the declaration to the authority for the cross-border employees
• Send any medical certificates for sickness absence to HCM/Payroll and CNS.
• Monthly declaration to the CNS for sickness absence.
• Update the outlook system accordingly for Staff holidays.
• Assist with Corporate governance and company secretarial
• Administrative Support for the Luxembourg AIFM staff and Asset Management teams in countries outside of Luxembourg
• Update and maintain accurate vendor information in D365
• Seek approval for all tax and legal invoices received, by sending a PDF to London and to other offices as applicable once approved, distribute to the controllers for payment
• All administrative support for domiciliary duties, including receiving all bank statements and any other documents for domiciled prop. co entities in Luxembourg and PDF to the relevant team in DE, UK, FR
• Liaison with the Legal and Tax team for all corporate governance duties, including obtaining all originals to file in the legal binders of the companies in Luxembourg.
• PDF all originals and file in the corporate systems BOX and following the instructions of corporate document managers, after checking the completeness of the document
• Coordination of Board member signatures (DE, UK, FR) for documents in conjunction with the UK legal and asset management team in countries.
• Updating and filing the shareholder register in close coordination with the service provider: Coordinating board meetings, taking care of signing legal documents such loan agreements, contracts etc…..by the appropriate director.
• In charge for documents to be legalized/notarized/apostil
• Filing all legal documents in the binder and in the e-filing system
• Distribution and follow-up on all transferred documents to the different TSP offices (NY, UK, FR; DE)
• All File maintenance, including offsite archiving, of accounts data.
• Maintain written processes as required
• Train the accounts admin assistant to cover during vacation and cover during lunchtime

Your profile:

• Accounts Administrative Assistant must be able to perform the duties of the job.
• Strong administrative/organisation skills
• Proficient in the use of MS Office, including Outlook, Word, Excel, PowerPoint and AI
• Ability to take ownership of tasks and be proactive
• A calm, flexible approach and the ability to multi-task
• English mandatory, German mandatory and French.

Communication

• Able to communicate clearly and concisely over the phone
• Responds immediately to phone calls and requests
• Accesses and relays information quickly and accurately
• Communicates effectively with office managers, vendors, banks and other team members
• Able to clearly describe situation, problem to managers, supervisors
• Writes clear concise memos and reports for internal use
• Commitment to Increasing Contribution to TSP
• Reliable, consistently meets deadlines, follows through on all assignments with minimal direction
• Willingly accepts assignments regardless of simplicity or complexity
• Checks own work to assure accuracy and quality
• Able to assess problems, knows when to seek input and when to make decisions independently
• Takes responsibility for improving own business and technical skills on ongoing basis
• Seeks specific feedback and integrates into performance
• Demonstrates integrity, personal responsibility
• Ability to Prioritize/Multi-Task
• Effectively manages multiple tasks, multiple demands and competing priorities
• Focuses on important information without getting bogged down in unnecessary detail
• Demonstrates effective judgment in day to day activities
• Ability to Work in Teams
• Works cooperatively with other team members
• Takes on additional work as needed
• Shares knowledge, expertise and helpful feedback with others
• Entrepreneurship
• Takes the initiative and seeks new work challenges