Act as First point of contact and supervise front desk / receptionist coverage within the office facilities during working hours to ensure all different types of queries are dealt with in a timely and effective manner.
Managing all incoming and outgoing mail to offices.
Maintain both soft and hard filing systems, ensuring consistency and support management team where required in accordance with COREMAP policies
Develop and maintain office etiquette and visitors policies and guidelines with assurance of staff and visitors adherence and compliance.
Ensure office tasks such as but not limited to filing, generating reports, meetings arrangement, reordering supplies, real-time scheduling support by booking appointments, travel arrangements (such as booking flights, cars rentals, hotels bookings, etc) are systematic and well organized.
Coordinate optimal operations, including office supplies purchasing, equipment, property inventory, building, and disposal with preventive maintenance.
Maintain complete stock of all office supplies and accuracy of inventory.
Connect with building vendors to carry out fixes and improvements.
Maintain the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
Liaise with third party suppliers / contractors handling office facility management, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly suppliers review meetings.
Support the facilities across different sites by ensuring all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works are undertaken quickly.
Act as the last point of contact in the emergency chain communication (to contact Facility emergency office when established or Fire/Emergency department) [thread handling / Fire Warden and First aid trainings to be provided in due course].
Ensure overall administrative support and manage as the primary point of contact the total facility management service providers.
Monitor iREMS events system to ensure completeness of pre and post event documentation as well as follow up with requesters within the organization
Compiling vendor creation forms to be set up on SAP system.
Create and follow up on purchase requisitions for all functions within the affiliate.
Coordinate due diligence tasks for HCPs and healthcare organizations.
Who we areAt Roche, more than 100,000 people across 100 countries are pushing back the frontiers of healthcare. Working together, weve become one of the worlds leading research-focused healthcare groups. Our success is built on innovation, curiosity and diversity.Roche is an Equal Opportunity Employer.Job Level:Manager with direct reports
