We are currently looking for an Office Coordinator to provide administrative and organisational assistance to the Commercial Operations team (Cluster Head Central & south, GM Germany, marketing, sales and business operations team) and partly Medical Affairs Team at CSL Seqirus in Munich. Main accountabilities include: office supply and facilities support, meetings organisation, contract/ confidentiality agreements coordination, support with procurement and finance related activities, administrative support with budget and cost tracking, support with travel arrangements, fleet management and support with the delivery of specific projects.

Key Responsbilties

• Procurement and Finance:
  
  • Close collaboration with the UK accountancy and procurement teams

• Events & Meeting organisation:
  
  • Work closely with the commercial team and provide support for required events
    
  • Support organization of conferences / HCP meetings including conference booking, logistics, promotional material arrangements
    
  • Internal meetings organisation: Logistics, catering, booking of meeting rooms
    
  • Vendor liaison in case of offsite meetings
    

• Contracts and Outsourcing:
  
  • Work with Legal and/or Contracts and Outsourcing, when needed, to develop and execute consultant agreements, service level agreements, program schedules, and Confidential Disclosure Agreements;
    
  • Upload contracts in the Companion platform
    

• Project & processes support
  
  • Support processes, help in simplifying processes and activities.
    
  • Find solutions for issues that can arise by engaging with colleagues and stakeholders in Germany, UK and in the international region (IT, HR, accountancy, procurement etc).
    
  • Provide support as required with the execution of projects. Participate to project meetings, be proactive in identifying opportunities or challenges, support liaising with external agencies.
    
  • Agency/Supplier liaison
    
  • Storage and distributor agency & Mailing House to support marketing material distribution
    

• Support with administrative, travel, IT, telecommunications needs, and meeting requirements
  
• Manage SharePoint sites (e.g., post/archive documents, ensure content is current and compliant with policies)
  
• Purchasing of office material and general administration of office space (utilities, contact to suppliers)
  
• Meet all compliance requirements in relation to travel, procurement and other office processes
  
• Be key contact with the office landlord and manage the office rent contract execution
  
• Manage office suppliers, ensure the office is all the time functional. with all needed supplies (stationary and kitchen)
  

• High School Diploma or higher education (Mittlere Reife /Abitur or higher education)
  
• 3 years' office management/administrative working experience
  
• Microsoft Office package, including Excel, power point and Word skill
  
• Efficient organisation, accuracy, time management and prioritisation
  
• Independent support of all business processes
  
• Critical and creative thinking skills
  
• Generate and help implement constant improvements of processes and tools
  
• Respecting deadlines, accurate task completion (Quality & detail focused)
  
• Strong written & verbal communication skills
  
• Flexible and dynamic
  
• Service/customer minded sense of initiative
  
• Team minded and collaborative with broader commercial / medical team
  
• Fluency in German and English