West Pharmaceutical Services, Inc. Sr. Admin Asst./Site Coordinator in Radnor, Pennsylvania
Reference #: 1022141801 At West, we're a dedicated team that is connected by a purpose to improve patient lives that has been at the center of our Company for more than a century. Our story began when Herman O. West solved the problem of supplying penicillin in mass quantities to the US Government during World War 2. Through our work to deliver thousands of life-saving and life-enhancing injectable medicines to millions of patients daily, West's indelible mark on the healthcare industry has just begun. A name started our story. How will yours help write our future? There's no better place to join an inclusive community of professionals with opportunities for lifelong learning, growth and development. Supported by benefit programs, we empower the physical, mental, emotional and financial health of our team members and their families. We believe in giving back to help those in need in the communities where we live and work. And are equally committed to creating a healthier environment and planet through our sustainability efforts. This is a fully onsite role Job Summary: The position will provide administrative support to the site's VP-Chief Medical Officer, and two Sr. Directors of West Pharmaceutical Services' Radnor Life Sciences Center. This role will also oversee and manage the day-to-day activities of the 18,298 sq.ft suite. Responsibilities include oversight and management of contractor services (janitorial, reception, security, building maintenance services, mail room, copy center, shipping and receiving, etc.), scheduling of office and lab equipment maintenance/repairs, and coordinating supplier/vendor relationships. This individual is the primary person to manage the office space from an operation, issue response, and remediation perspective, and will collaborate with internal Safety, D&T Staff, as well as be the primary liaison with Brandywine Realty Trust Operations (landlord). Essential Duties and Responsibilities: The individual provides high-level, confidential, administrative support to the VP-Chief Medical Officer and two Sr. Directors, and their direct reports and other clients, as needed. Must have a strong sense of teamwork, be proactive by identifying opportunities, ensure smooth team operations and effective collaboration. This includes calendar management, travel arrangement, expense reconciliation, attend a various staff meetings, record and track action items and publish minutes as requested. Oversee and support all administrative duties in the office and ensure that office is operating smoothly. Maintains facility office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies, and stocking. Receive and sort incoming mail and deliveries and manage outgoing mail. Manage the execution of the company, site, and or department events, facility tours/visitors, fundraising, and employee engagement activities partnering with site employees. Assist with in-house and offsite meetings, conference room reservations, catering meals, special equipment needs, transportation and other related items. Supervise contractor services working at West Pharmaceutical Services' Radnor Life Sciences Center, coordinate work and assign tasks. Collaborates with Lab Manager to ensure efficient and safe operations within Radnor Life Sciences Center. In collaboration with HSE management assist with the coordination of HSE Activities (fire drills, CPR Trainings, safety meetings, etc.). Manages vendor relationships and works with vendors on billing procedures.
Create work orders for members of Brandywine Realty Trust maintenance staff. Periodically review work orders with maintenance staff for timely completion and proper close out in the work order system. Act as the primary point of contact to coordinate with landlord and third-party services to maintain contracts for necessary supplies, maintenance, and services Security badge management . Assist with office layout planning and office moves. Develop office policies and procedures, and ensure they are implemented appropriately. Performs other duties as assigned based on business needs. Conforms with and abides by all West regulations, policies, work procedures, instruction, and all safety rules. Basic Qualifications: Bachelor's Degree in Business Administration or equivalent experience Required minimum experience: 5-8 years. Preferred Knowledge, Skills, and Abilities: Experience in Office Management Excellent written and verbal communication skills Demonstrates project management skills Strong organizational skills Strong calendar and time management skills Ability to work in a highly confidential environment. Ability to multi-task, and problem solve high productivity in a fast-paced environment Ability to be proactive and anticipate needs Excellent follow-up skills Ability to be agile, adaptable and navigate through ambiguity Ability to establish and maintain good working relationships with all levels in the organization Excellent collaboration and teamwork skills to coordinate with other administrative staff Ability to resolve regular unexpected issues calmly and with confidence Exhibits a positive and professional upbeat tone and manner Advanced level skill in MS Excel, Power Point, Word, and Outlook Ability to operate/maintain office equipment (i.e., copier, multi-media, etc.) Ability to be aware of all relevant SOPs as per Company policy as they are related to the position covered by this Job Description Travel Requirements: Minimal travel as deemed necessary (Off-site Meetings or trip to Headquarter in Exton, PA) Physical & Mental Requirements: Office environment Sedentary role, however, some filing and stocking is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary for stocking supplies. Regularly uses hands and fingers to operate objects, tools, or controls. Frequently required to stand, talk, and hear for long periods of time. West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to . Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.
West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a disability or special need that requires accommodation, please send an email to firstname.lastname@example.org.