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:
o Liaise with Corporate Communication and with Headquarters.
o Roll out locally corporate information (including translations and content adjustment to local specificities).
o Provide feedback on Couvet site's events and community works (including pictures).
o Act as key contact person for external partners in the local community and neighboring companies.
o 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):
o Regular internal information (e.g., HR announcements and communications, Year-End information), newsletters.
o 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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