Administration Coordinator

Description:

Location: Tarzana CA
Address:
18408 W Oxnard St Tarzana CA 91356
Duration: 12 months extension and conversion to FTE possible
JOB TITLE: Administrative/Facility Coordinator Late Development Oncology

At Client we turn ideas into life changing medicines. Working here means being entrepreneurial thinking big and working together to make the impossible a reality. Were focused on the potential of science to address the unmet needs of patients around the world. We commit to those areas where we think we can really change the course of medicine and bring big new ideas to life.

As an Administrative/Facility Coordinator in Late Development Oncology you will use your excellent organizational skills to enable Senior Leaders to focus on science to deliver medicines to patients.
Working within our Global Team of 20 Administrative coordinators providing global support you will operate in a dynamic and fast-paced environment providing high-quality project coordination and 1:1 support to our Senior Leaders teams and key business processes.

You will work with urgency and focus to proactively communicate with stakeholders consistently seek to organize and simplify your work and collaborate regularly with our global administrative team. With a growth mindset you will work in close collaboration with your peers across Late Development Oncology to share and adopt best practices drive continuous improvement of key business processes and proactively identify opportunities for simplification and innovation.

Responsibilities/Duties:

Meeting-Occasionally support in scheduling and coordinating meetings. Sometimes these meetings may require food to be ordered with the expectation of food cleanup afterward.
Calendar & Agenda - May occasionally ask to manage personnels calendar create an agenda take meeting minutes and send out the meeting minutes.
New Employee Orientation (NEO)-Support HR with the NEO event which may require food delivery and badge issuing.
Mails & Packages - Receive and distribute postal mails and packages to team members
Office Seating Management - Ensure everyone follows the open seating requirements and all workstations are kept clean with standardize setup
Facility Communication-Occasionally email the site distribution list to announce changes that may affect people onsite or are safety-related awareness.
Newsletter Participate in creating and sending out a quarterly newsletter to the site as needed
Social Peep Participate as a Member of the Social Peep Culture Work Group to plan for site events and activities
Security Coverage Support covering the front desk when Security is on lunch break restroom breaks dealing with contractors or on long patrols.
Supplies-Routinely inspect and replenish snack office and general supplies such as condiments plates cups paper towels and utensils.
Office Equipment & Appliances-Routinely inspect and clean the office machines such as the Coffee Water Ice Paper Shredder Refrigerator and other kitchen/breakroom machines. If the machines are on a service contract schedule maintenance work for all machines needing repair.
Office Budget-Track expense reports for meals snacks office and general supplies and monthly service costs for office equipment and appliances such as coffee and water.
Kitchen/Breakroom-Make sure the area is organized and clean and that items that should be there are labeled. Make sure fridges are cleaned out each week.
Janitorial-Inspect common areas such as breakrooms/kitchens and restrooms to ensure they are well maintained and cleaned including dishes. Verify that the janitorial team empties trash and shredder bins daily and that soap dispensers toilet paper and towels are well-stocked daily. Detail what each shift of the janitorial team is responsible for each day. Occasionally schedule the janitorial team for special occasion cleaning.
Facility Work Order-Request work orders for all necessary repairs for the routine facility inspection. Follow up to ensure that F&E repairs them on the scheduled date.
SHE Working Group - Participate as a Member of the working group for SHE (Safety Health and Environment) and may occasionally set up safety training events
Pest Control Walk with the Pest Control vendor to inspect all rodent traps and insect zappers. Ensure all these units are at their designated locations per the map and that they are functional. Make sure the vendor replaces or repairs all non-functional units. Sign off on the inspection sheet and file it with the F&E team.
Permit Management: Identify all building permits consolidate them into 1 location track renewals and issue payments.
Waste Management Inspect and ensure all waste (biohazard normal) is removed per schedule coordinate ad hoc removal as needed
Parking Lot Management Inspect parking lots for safety such as gates and LED lights are functional and cleanliness and get janitorial to clean as needed
Landscape Management-Inspect that our vendor properly maintains the landscape and contact them if additional care is needed.
Lockers Ensure lockers are cleaned and no one is storing items long-term. Make sure the food is not stored in the lockers. Occasionally you may need to reset lockers for those who are locked out.
Rent Payment - Monthly payment of rent and property tax per site through SimplePay
Utility Bill Payment - Monthly payment of utility bills per site through SimplePay
Fire Extinguisher Inspection Inspect each Fire Extinguisher for each building per PM
Eye Wash Station Inspection - Inspect each Eye Wash Station for each building per PM
Occasionally special projects events or emergency requests will be asked for this position to support the needs of the business.


Team
Work collaboratively with our BPO to deliver initiatives that create engagement & wellbeing for the team.
Participate in and contribute to knowledge sharing and training.
Participate in and contribute to administrative continuous improvement activities.
Provide guidance/coaching and mentoring to colleagues where required.
Support and contribute to creating a high performing team facilitating good cross-team collaboration.

Desired Competencies:
Advanced proficiency in Microsoft Office Suite including extensive calendar management in Outlook and data management in Excel.
Demonstrated proficiency with a variety of virtual meeting technologies information management software and Microsoft products.
Customer Focus: Dedicated to meeting the expectations and requirements of internal and external customers.
Process Management: Refining processes vital to delivering strategic priorities; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; can see opportunities for harmony and integration; can simplify complex processes; and efficiently utilizes available resources.
Time Management: Uses their time effectively; values time; independently prioritizes competing deadlines to focus energies on business-critical tasks; can attend to a broader range of activities.
Written Communications: Able to write clearly and succinctly in a variety of communication settings and styles.
Essential Requirements:
5 years of experience in an administrative role supporting complex projects
High School Diploma required Bachelor Degree preferred
Extensive calendar management using Microsoft Outlook
Prior experience supporting multiple functional leaders
Excellent verbal and written communication skills
Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
Proactive approach with the ability to manage and prioritize multiple requests simultaneously and effectively
Demonstrate attention to detail working to consistently deliver to a high standard
Strong organizational forward-planning and stakeholder management skills
Solid relationship-building skills to develop networks both within the company and externally
Track record of handling and resolving challenges quickly and efficiently with flexibility to adapt to changing situations
Demonstrated ability to effectively work in a global environment balancing competing priorities.
Able to prioritize time sensitive assignments.
Should be able to work autonomously and at the same time collaborate effectively with other members of the administrative support team.
Able to demonstrate tact persuasion and/or negotiation and maintain confidentiality with executives and employees at all levels.

At Client were dedicated to being a Great Place to Work. Where you are empowered to push the boundaries of science and unleash your entrepreneurial spirit. Theres no better place to make a difference to medicine patients and society. An inclusive culture that champions diversity and collaboration and always committed to lifelong learning growth and development. Were on an exciting journey to pioneer the future of healthcare.

Notes for suppliers:
Will manage the calendar of 4-5 managers.
Will be the first point of contact for people visiting the site as well as new employees.
Must have excellent customer service skills as well as being computer savvy.
No minimum or maximum years of experience.
Needs HS diploma
MS Suite testing required prior to Client interview. Please provide scores in comment section.