Overview This position is a key contact person for site administration.
The Coordinator Office Management plays a key role in the administrative aspects of the site management. He/she leads cross-functional non-GMP initiatives and acts as the main point of contact for these topics for both management and employees.
Responsibilities Events
Coordinate cross-functional (non-GMP) initiatives at site level (e.g., community works, "clean days", conferences for employees...), or contribute to such initiatives (e.g., sports activities, EHS initiatives...)
Manage events for teams up to 150+ (e.g., Christmas Party, Team Cohesion, milestone celebrations) including selecting the venue, the theme, the speakers, the menu/catering, the decorations, the goodies, etc. (as appropriate). Manage the related approved budgets.
General services
In charge of the cafeteria service provider, ensuring optimal satisfaction of employees and business needs. Reviews related contracts and scope of work in partnership with Procurement and Facilities.
Administration
In charge of visitors' premium welcome and wellbeing on site, such as potential customers, leaders from other sites, suppliers, health authorities representatives & officials. This includes hotel & transport recommendations, coordination with reception, office/meeting room arrangements, coffee breaks, security shoes, etc. (as appropriate).
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, general services).
Raise Purchase Orders in the ERP, follow-up invoicing.
Support users with Procure-to-Pay process.
Communication
In collaboration with the General Manager: Liaise with Corporate Communication and with Headquarters.
Roll out locally corporate information (including translations and content adjustment to local specificities).
Provide feedback on Couvet site's events and community works (including pictures).
Act as key contact person for external partners in the local community and neighboring companies.
Coordinate site Townhalls (All Employee Meetings, Management Meetings, and any other large-audience Ad Hoc meetings): logistics, invites, content gathering from SMEs, content creation, etc.
In collaboration with Leadership Team Members, draft and distribute internally (through various channels: emails/electronic dashboards, intranet, flyers, etc): Regular internal information (e.g., HR announcements and communications, Year-End information), newsletters.
Special internal information (e.g., Health Authorities announcements, Milestone Achievement announcements, EHS announcements).
Qualifications Experience / Education
A business/administrative school graduate or equivalent.
5 years' experience in a multinational environment.
Including 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.
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