Office Coordinator

Job Description

We are currently looking for an Office Coordinator to provide administrative and organizational support to the Commercial Operations team (Cluster Head Central & South, GM Germany, Marketing, Sales and Business Operations team) and partially to the Medical Affairs team at CSL Seqirus in Munich. Main tasks include: support with office supplies and facilities, organization of meetings, coordination of contracts/confidentiality agreements, support with procurement and financial activities, administrative support with budget and cost tracking, support with travel arrangements, fleet management and support with the implementation of specific projects.

Key Responsibilities

Procurement and Finance:

• Work closely with the UK Accounting and Procurement teams
  
• Create, streamline and monitor work processes
  
• Create and process Purchase Requisitions and Purchase Orders (review and approve invoices)
  
• Invoice tracking, routing and approval
  
• Work with Procurement and Finance to ensure timely payment to suppliers
  
• Work with Finance to report monthly accruals as agreed with the Cost Centre Manager
  
• Track and assist with HCP payment disclosure
  
• Events and Meetings Organisation:
  
• Work closely with the Sales team and assist with required events
  
• Organise internal meetings: logistics, catering, booking meeting rooms
  
• Supplier liaison for external meetings
  

• Work with Legal and/or Contracts and Outsourcing departments as required to develop and execute consultancy contracts, service level agreements, programme plans and confidential disclosure agreements;
  
• Upload contracts to the Companion platform
  
• Support with projects and processes
  
• Support processes, help simplify processes and activities.
  
• Find solutions to problems that may arise by collaborating with colleagues and stakeholders in Germany, the UK and internationally (IT, HR, accounting, procurement, etc.).
  
• Support the execution of projects when required. Participate in project meetings, proactively identify opportunities or challenges and support collaboration with external agencies.
  

• Warehouse and Distribution Agency & Mailing House to assist with distribution of marketing material
  
• General Administration & Office Management:
  
• Assist with administrative, travel, IT, telecom and meeting requirements
  
• Manage SharePoint sites (e.g. publish/archive documents, ensure content is up to date and compliant)
  
• Purchase office supplies and general administration of office space (supplies, liaise with suppliers)
  
• Meet all compliance requirements relating to travel, procurement and other office processes
  
• Become the office landlord's main contact and manage the execution of the office lease
  
• Manage office suppliers, ensure the office is functional at all times. with all required materials (stationery and kitchen)
  

• High school diploma or higher education (intermediate school diploma / high school diploma or higher education)
  
• 3 years of professional experience in office management/administration
  
• Microsoft Office package, including Excel, Powerpoint and Word skills
  
• Efficient organization, accuracy, time management and prioritization
  
• Independent support of all business processes
  
• Critical and creative thinking skills
  
• Generate continuous improvement of processes and tools and help implement them
  
• Meet deadlines, complete tasks accurately (focus on quality and attention to detail)
  
• Strong written and oral communication skills
  
• Flexible and dynamic
  
• Service/customer-oriented initiative
  
• Team-oriented and cooperative with a wider commercial/medical team
  
• Fluent German and English