BRIEF DESCRIPTION
The Global Workplace Coordinator supports facility management and manages front of house/site hospitality and day-to-day operations of the Jazz Pharmaceuticals office facility, ensuring the office environment supports collaboration, productivity, and safety.
This position is site-based only and there may be a requirement to support other locations within your region, including working from that other location.
ESSENTIAL FUNCTIONS
Perform Visitor Management & Office bookings (desk & room bookings) tasks as required/necessary
Proactively prepare meeting/collaboration rooms as required (e.g., layout)
Monitors relevant mailboxes, forwarding and responding to emails as required Manage incoming calls as required
Manage incoming and outgoing post & courier activity, includes to receive, sort, scan and distribute
Manage office stock and supplies (e.g., meeting rooms, office equipment, sundries, snacks)
Manage Business Card ordering system and fields requests
Maintain and update Digital Signage displays
Manage Security Access System o Issue and disable security access cardkeys & run reports
Maintain strict confidentiality regarding New Hires and Terminations notifications
Execute on trained policies and procedures e.g., Health Authority inspections, other government, or regulatory unexpected events
Collaborate with global peers to streamline ways of working, share lessons learned and best practices
Support the facilitation of any on-site events and all that entails.
May include light janitorial duties
Assist with other Global Workplace Coordination work, as required e.g.
Tracking, communicating, and compiling crucial EH&S Risk Assessments and associated risk management activities
Liaising with Building Management/Security/Landlord
Agreements, Purchase Orders and Finance process management
Assistance with operational incident management documentation and reporting
Working with FM companies, external vendors to log, track, close work order traffic
Other EH&S projects and initiatives as needed
Obtain/maintain First Aid, Defibrillator and Fire Marshal certification
REQUIRED KNOWLEDGE/SKILLS/ABILITIES
Strong background in administration
Knowledge of FM process and practices Ability to prioritise and manage own workload
Client/customer service focused, dedicated to meeting, and exceeding the expectations of internal and external customers
Ability to problem solve
Exceptional organisational skills
Ability to create positive working relationships at all levels with internal and external stakeholders
Proactive, flexible and hands on (working outside of standard working hours may be required to meet business needs)
Taking ownership for your output and results
Engaging personality, with confidence in your abilities but a willingness to learn & improve
Proficient computer skills including use of Microsoft Office 365 (including Outlook, Word, Excel, Power Point), SAP, MS Teams and Zoom.
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