office operations coordinator

Job Title : Office Operations Coordinator

Job Id : 23-02447

Location : Lexington, MA

Duration : 9 months

Position Type : Hourly Basis on W2 only

Description :

• Highly visible position which reports to the Head of Facilities and Engineering. The Coordinator will be responsible for greeting and directing visitors, assisting with scheduling conference rooms, ordering food / beverages for all meetings, supplying / restocking the kitchen, supporting audio visual technology at meetings and any other coordination of office events.
• This person will assist in the operation of several systems like work order planning and scheduling, maintaining equipment lists as well as purchase requests and reconciliation systems in support of the GMP facility.
• Greet and process visitors, track and ensure compliance with the visitor forms and logs.
• Responsible for monitoring of inventory and ordering and stocking the supply closets of necessary office / kitchen supplies
• Responsible for the ordering and replenishing of food and beverages
• Interface with vendors responsible for maintaining rented office machinery (copiers, coffee machines, water dispensers, appliances, etc.)
• Ability to train and understand GMP SOP's and policies related to the job function
• Monitor the work order systems and access reports as requested.
• Provide reports to management as requested on GMP building access systems and visitor information in accordance with the governing SOP's.
• Interface with Metrology / Preventative Maintenance (PM) vendors, schedule PMs and calibrations in accordance with the Equipment's data forms (EDF) and maintain Master Equipment List (MEL) for calibrations and PMs of laboratory and manufacturing equipment in support of the GMP facility.
• Review Equipment Service contracts with GMP equipment owners to maximize any cost savings prior to processing the contracts to finance team.
• Create PRs for direct facility materials
• Assist in the reconciliation of receipts for the closeout of the purchase orders for all groups
• Monitor and ensure the cleanliness of all office space and meeting rooms, kitchens etc.
• Coordinate delivery of office mail and packages
• Assist with the AV at meetings or setup / breakdown of conference rooms post large meetings
• Assist with assigning access badges to the GMP facility in accordance with the SOP related to facilities access.
• Manage the use of the office credit card and reconcile receipts for purchases with finance
• All other duties assigned

Qualifications :

• Proficient in all MS Office tools with the experience / ability to coach others in efficient use.
• Proficient in all Adobe tools with the experience / ability to coach others in efficient use.
• Experience with SAP and other Enterprise systems a plus.
• Ideal candidate will have the ability to manage multiple priorities.
• Must have strong communication skills, business acumen, and present themselves in a professional manner at all times.
6 days ago