The Site Administrator supports the Site Leadership Team and site functions as required with key support for EHSS.
The role manages the front of house including visitors and contractors at the Jazz Pharmaceuticals manufacturing facility in Athlone, ensuring the office environment supports collaboration, productivity, safety and sustainability.
The role also requires supporting and collaborating with other locations within Jazz Pharmaceuticals (e.g. Dublin office and the internal manufacturing sites) and supporting on-going office and facility harmonization and EHSS initiatives and programmes.
Another aspect of the role is to support site communications including tools and content and advancing digital communication platforms as needed.
Essential Functions/Responsibilities
Oversee the Visitor Management system; assist in implementation of visitor pre-registration on the portal by all functional areas and internal hosts.
Answer intercom calls from the turnstile and gates and check that visitors have genuine appointments.
Meet and greet visitors on arrival at reception and contact their host.
Maintain the reception area to an excellent standard of housekeeping and presentation.
Proactively monitor office areas and outside areas for excellent standards of housekeeping.
Oversee the Office Booking system (i.e. hot desk & conference room bookings).
Proactively prepare meeting/collaboration rooms as required (e.g., room layout, housekeeping, safety, environment, check AV/conference systems are working and arrange catering for meetings and visitors as required).
Coordinate team meeting and visitor meeting arrangements (be the point of contact for the Athlone site) and support the facilitation of any on-site events.
Oversee the site's Contractor Management system and liaise with the platform provider as necessary.
Check that contractors have valid appointments on arrival.
Manage visitor and contractor access-control cards and ensure they are logged out and returned when visits are completed.
Administer the site's Access Control System for all employees and contingent workers.
Issue and disable security access cards & run system reports as required.
Manage incoming general site phone calls as required.
Manage incoming and outgoing post & courier activity, including receipt and distribution of mail and packages at the facility.
Manage office stock, equipment, and supplies including café snacks and refreshments.
Maintain and update Digital Signage displays
Support site communications program within the organisation and at site level including content creation
Execute on trained policies and procedures including site SOPs and work instructions ensuring to complete any assigned learning and development assignments on time.
Collaborate to streamline ways of working, share lessons learned and best practices across internal manufacturing sites.
Execute Agreements, Purchase Orders and Finance process management as required and assist EHSS function with monthly accruals and P.O. reviews.
Other projects and initiatives as needed
Participate in site EHS programs e.g. Monthly EHS audits and Fire Marshal rota
Required Knowledge, Skills, and Abilities
Strong background in business and administration
Knowledge of facility and event management process and practices including budget management
Ability to prioritise and manage own workload
Client/customer service focused, dedicated to meeting, and exceeding the expectations of internal, external customers - excellent interpersonal skills required
Ability to problem solve and innovate when necessary
Exceptional organisational and communication 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
Proficient computer skills including the use of Microsoft Office 365 (including Outlook, Word, Excel, Power Point), MS Teams, and other digital platforms/tools.
Required/Preferred Education and Licenses
Regulated industry e.g. pharmaceuticals
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