Key Contact Person for Site Administration
This position plays a crucial role in the administrative aspects of site management.
The Coordinator Office Management is responsible for leading cross-functional non-GMP initiatives and serving as the main point of contact for these topics with both management and employees.
Responsibilities
Events
* Coordinate cross-functional (non-GMP) initiatives at site level, including community works, clean days, conferences for employees, sports activities, and EHS initiatives.
* Manage events for teams up to 150+, including selecting venues, themes, speakers, menus, decorations, and goodies, while managing related budgets.
General Services
* In charge of the cafeteria service provider, ensuring optimal satisfaction of employees and business needs, reviewing contracts and scope of work with Procurement and Facilities.
Administration
* Responsible for visitors' welcome and wellbeing on site, including hotel and transport recommendations, coordination with reception, office/meeting room arrangements, coffee breaks, security shoes, etc.
* Support the General Manager and other Leadership Team members with general administrative tasks, including travel arrangements.
* Maintain SharePoint sites and shared folders, prepare templates, compile, and send out reports.
Finance
* Monitor budget for areas of responsibility, including events, communication, and general services.
* Raise Purchase Orders in the ERP, follow-up invoicing.
* Support users with Procure-to-Pay process.
Communication
* Liaise with Corporate Communication and Headquarters, roll out locally corporate information, provide feedback on site's events and community works.
* Act as key contact person for external partners in the local community and neighboring companies.
* Coordinate site Townhalls: logistics, invites, content gathering from SMEs, content creation, etc.
* Draft and distribute internally: regular internal information, newsletters, special internal information, announcements, milestones achievements.
Qualifications
Experience/Education
* A business/administrative school graduate or equivalent.
* 5 years' experience in a multinational environment.
* 3 years of cross-functional coordination experience at Site Management level.
Knowledge/Skills/Abilities
* Strong interpersonal skills.
* Ability to handle sensitive and confidential information is essential.
* Structured and organized.
* At ease communicating in a matrix organization at all levels.
* Innovative and polyvalent.
* Solution-oriented attitude.
* Must be able to work with limited day-to-day supervision.
* Reliable and detail-oriented.
* Excellent written and oral communication skills.
* Fluent in English and French.
* Proficient in Microsoft Office.