We are seeking an exceptional individual to fill the role of Office Coordinator, a key position within our organization.
Job Summary:
The successful candidate will be responsible for providing administrative support, ensuring the smooth operation of the reception area, and assisting with various tasks as required.
Key Responsibilities:
* Welcome and greet corporate clients, customers, and visitors to the office
* Manage the front desk, keeping the reception area tidy
* Administrative Support: Assist Site Lead Team with scheduling meetings, managing correspondence, and organizing documentation
* Expense Handling: Manage and process expense reports for Site Lead Team, ensuring accuracy and timely submission
* Canteen Maintenance: Ensure the canteen is kept clean, stocked, and organized at all times
* Meeting Set Up: Ensure meeting rooms are set up as required, including refreshments
* Ad Hoc Requests: Support the site with various ad hoc requests, including arranging catering and staff celebrations
* Key Lockbox Management: Manage keys, both physical access and using the software tracking system
* Visitor Coordination: Facilitate visitor travel arrangements, including booking accommodation, transportation, and ensuring all necessary arrangements are in place
* Communication: Serve as the primary point of contact for visitor inquiries, providing information and assistance as required
* EHS: Conduct monthly safety audit of the admin and canteen areas
* EHS: Support Engineering/EHS with visitor EHS documentation when needed
* Record Keeping: Maintain accurate records of visitor log, expense reports, and other administrative documentation
* Regulatory Affairs Administration: Liaise with international Regulatory Affairs colleagues to ensure that required regulatory documents for product registrations are notarized, apostilled, and legalized as appropriate. Maintain Regulatory Affairs documentation tracker
* Compliance: Ensure all activities comply with company SOP's
Requirements:
* Excellent communication and interpersonal skills
* Strong organizational abilities
* Proficient in MS Office suite
* Familiarity with expense handling, visitor coordination, and basic catering management
* Detail-oriented, proactive, and able to multitask effectively in a fast-paced environment
* Flexibility to handle ad hoc requests
* Leaving certificate or equivalent; additional qualifications in administration or related fields are advantageous
* Proven experience in a front desk or administrative role, preferably within a biopharma or GMP environment