Office Coordinator

A pharmaceutical company in Mercer County is looking for an Office Coordinator.

DESCRIPTION OF FUNCTION

Function: Office Coordinator

Job Owner: 

 

1. ORGANIZATIONAL SETUP

Direct Supervisor:       Education Coordinator           
 

1. TASKS

General:

• Oversee Vendor and invoice maintenance
• Responsible for the coordination of all Office tasks and standards
• Ensure supplies for the Office are maintained at appropriate levels
• Coordinate all events in office and externally for the Princeton team
• Provide support for the GM and Leadership team
• Support Human Resources with team information
• Support Clinical Education with administrative support (ie. logistics and shipping)
• Support Quality, Regulatory and Compliance

Job Specific:
 

• Vendor and invoice maintenance:
• Open and distribute mail related to invoices
• Facility points of contact, coordination with building manager as needed
• Periodically negotiated pricing on most ordered items
• Responsible for relationships with DocuSign, Amazon, Fred Pryor, office supplier companies, and Iron Mountain accounts
• Balance monthly credit card purchases for Finance with receipts and spreadsheets

 

• Office Coordination:
• Front Desk reception for all guests and visitors (sign in sheets) to include watching monitors of who enters the office
• Be lead for Geistlich with our landlord for all office and building related items
• Mail, sort and deliver daily
• Kitchen maintenance daily (at least 3 days /week)
• Coordinate cork board engagement activities
• Actively participate in Geistlich culture club inclusive of administrative support for team
• Visitor management
• Organize and maintain supply rooms
• Review inbound 
  info@geistlich.com
   emails hourly and distribute to appropriate employees efficiently
• Open communication with all team members on events, building and office issues.
• Conference room maintenance and calendar coordination

 

• Supply Coordination:
• Responsible for stocking, ordering and maintaining office supplies for internal and visitors
• All copy machines upkeep (paper and ink, working efficiently)
• Office and Kitchen supplies maintained well

 

• Event Coordination:
• Responsible for organization of monthly office lunches (birthday and meetings)
• Responsible for all GPNA, Lynch and Oste science birthday cards (some with gift cards)
• Organize Birthday Lunches
• Organize annual Holiday Party and off-site team activities
• Support Holiday Card and Gifts organization for the team
• Support and coordinate visitors’ travel and meeting schedules
• Assist with New Hire Training

 

• Leadership Team and General Manager Support:
• Documentations, spreadsheets, presentations, and contract management
• Concur expense entered efficiently for GM
• File, email and send USPS and FedEx mail as needed
• Monthly meeting/touch points for any upcoming support/needs
• Agenda Management (NALT meetings, All Hands Call Deck facilitation/communication).
• NALT dinner coordination

 

• Human Resources:
• Manage employee addresses, birthdays and territory listings in Team Portal and Spreadsheet for managers
• Assist with onboarding new employees as needed (resources, travel, etc)
• New Hire desk set up and business cards
• Work with HR on Pay It Forwards recognition and anniversaries
• Collaborate on seating locations in office and onboarding needs for internal team
• Off boarding support: Review of returned material, review with Maria on what we can send to Sunrise, what can we salvage, what gets tossed, what we need to order for the replacement)

 

• Education Support
• NHT Support: Coordination of hotels, lunches, NALT dinner, set up of swag/materials, etc).
• Management of Education Closet and supplies (nonsterols, disposables, inventory of Yxoss, GEM21S, vallos (MTF))
• Review of Sunrise Requests- communication/updates to Education team on trends, issues, etc.
• Instrumentation management - intake, shipment out, return labels, cleaning, replacement of broken/damaged. Relationship with HF, H&H, etc. for ordering.
• Travel logistics/planning for speakers for education events, TEFs
• Pre-meeting logistics, communication planning and lessons learned for activities
• Administrative support on educational process improvements (check lists, meeting requests, shipment updates, feedback from events)
• Updates for webinar registration lists to the GPNA ALL team, Calendar invites for GPNA all for webinars
• Team portal support for education calendar updates

 

• Quality, Regulatory and Compliance
• Medcompli
• Oversight on Payment Requests (review, send to approval, collaborate with Finance for updates to be followed up and sent to the broader team for status/timing)
• Reporting on MedCompli (Sunshine act)
• Adding new users/approvers
• Point of contact with MedCompli for any adjustments and needs on compliance and education updates (forms, issues)
• Reconciling payments (check numbers) to requests in MedCompli for traceability and documentation - monthly
• Collaboration with Finance for exceptions, expediting if needed, potential payment request issues. (monthly meetings)
• Communications to the team on timing for TAT and expectations for payment timelines (based on finance)
• Verification | Cross Reference Payable Coding, Verify the correct allocations (sales, corporate departments, etc.).

 

1. COMPETENCIES
2. Achieve - drive results through innovation and calculated risk
3. Change - embrace change and shape the future
4. Develop - be accountable and empower others
5. Connect - collaborate with trust, communicate openly and share feedback

 

1. REQUIREMENTS FOR THE JOB
2. Excellent knowledge and detail to documentation management, reporting procedures and  record keeping
3. Strong organizational skills
4. High attention to detail and planning
5. Knowledge of  data entry
6. Microsoft Office expertise