Office Operations Coordinator
TraceLink’s software solutions and Opus Platform help the pharmaceutical industry digitize their supply chain and enable greater compliance, visibility, and decision making. It reduces disruption to the supply of medicines to patients who need them, anywhere in the world.
Founded in 2009 with the simple mission of protecting patients, today Tracelink has 8 offices, over 800 employees and more than 1300 customers in over 60 countries around the world. Our expanding product suite continues to protect patients and now also enhances multi-enterprise collaboration through innovative new applications such as MINT.
Tracelink is recognized as an industry leader by Gartner and IDC, and for having a great company culture by Comparably.
Reception desk coverage from 8:30 to 17:00 Monday to Friday with a one-hour lunch break
Greet and welcome visitors and employees entering the office.
First point of contact for employees, visitors, and contractors
Controlling access to the office (issuing visitor badges and temporary passes, building and office passes)
Direct visitors to the appropriate person and office
Answer, screen, and forward incoming phone calls to the relevant parties
Ensure reception, meeting rooms, kitchen and all office areas are tidy, clean, and presentable.
Ensure that all necessary stationery and material (e.g., pens, notebooks, printer paper, etc.) are purchased, displayed and available to the employees.
Ensure the kitchen is tidy, clean, and well stocke
Assisting with daily lunch deliveries and occasional lunch deliveries for meetings
Respond to inquiries and provide accurate information in person and via phone/email
Receive, sort, and distribute daily mail/deliveries.
Arrange couriers and managing domestic and international deliveries
Admere to security and confidentiality procedures
Inform the Facilities Manager of all contractors, building management, and facilities-related visits.
Utilise Robin software for desks and room reservations
Assist with any office renovations (Example; build outs or right sizing office space removal or adding furniture.
Perform clerical tasks; filing, photocopying, adding paper to the printers etc
Coordinate company events and charity events
Assist with meetings, QBRs, internal events as required
Assist the HR and other departments as needed
Observe Health and Safety procedures and report any H&S issues to Facilities Manager
Report facilities-related issues and maintenance status to Facilities Manager
Assist Facilities Manager with office H&S requirements
Adhere to best practice and record keeping of but not limited to: DSE Assessments, Emergency Lighting Annual Certificate, First aid and Defibrillator training, Manual Handling training, Fire Wardens training, H&S Induction, PAT testing, Fire Drills, Fire Extinguishers testing, Monthly cameras check and any other documents related to H&S and training.
Promote a positive H&S culture in the office
Attend meetings with Facilities Manager and contractors
Liaise with serviced office provider
International travel required
What will help qualify you for this opportunity:
Recent office operations or administration experience with reception/visitor responsibilities
Fluency in Spanish and English
Project Management skills
Excellent interpersonal Skills
Strong organizational skills
A problem solver