BRIEF DESCRIPTION:
The Global Workplace Coordinator supports facility management and manages front of house/site hospitality and day-to-day operations of the Jazz Pharmaceuticals office facility, ensuring the office environment supports collaboration, productivity, and safety.
This position is site-based only and there may be a requirement to support other locations within your region, including working from that other location.
ESSENTIAL FUNCTIONS:
- Perform Visitor Management & Office bookings (desk & room bookings) tasks as required/necessary
- Proactively prepare meeting/collaboration rooms as required (e.g., layout)
- Monitors relevant mailboxes, forwarding and responding to emails as required Manage incoming calls as required
- Manage incoming and outgoing post & courier activity, includes to receive, sort, scan and distribute
- Manage office stock and supplies (e.g., meeting rooms, office equipment, sundries, snacks)
- Manage Business Card ordering system and fields requests
- Maintain and update Digital Signage displays
- Manage Security Access System o Issue and disable security access cardkeys & run reports
- Maintain strict confidentiality regarding New Hires and Terminations notifications
- Execute on trained policies and procedures e.g., Health Authority inspections, other government, or regulatory unexpected events
- Collaborate with global peers to streamline ways of working, share lessons learned and best practices
- Support the facilitation of any on-site events and all that entails. May include light janitorial duties
- Assist with other Global Workplace Coordination work, as required e.g.
- Tracking, communicating, and compiling crucial EH&S Risk Assessments and associated risk management activities
- Liaising with Building Management/Security/Landlord
- Agreements, Purchase Orders and Finance process management
- Assistance with operational incident management documentation and reporting
- Working with FM companies, external vendors to log, track, close work order traffic
- Other EH&S projects and initiatives as needed
- Obtain/maintain First Aid, Defibrillator and Fire Marshal certification
REQUIRED KNOWLEDGE/SKILLS/ABILITIES:
- Strong background in administration
- Knowledge of FM process and practices Ability to prioritise and manage own workload
- Client/customer service focused, dedicated to meeting, and exceeding the expectations of internal and external customers
- Ability to problem solve
- Exceptional organisational skills
- Ability to create positive working relationships at all levels with internal and external stakeholders
- Proactive, flexible and hands on (working outside of standard working hours may be required to meet business needs)
- Taking ownership for your output and results
- Engaging personality, with confidence in your abilities but a willingness to learn & improve
- Proficient computer skills including use of Microsoft Office 365 (including Outlook, Word, Excel, Power Point), SAP, MS Teams and Zoom.
#LI-SM1
#LI-onsite
