Office Coordinator

at  Elanco

QUALIFICATIONS:

• Strong organizational, coordinating, and interpersonal skills
• Good time and workload management skills
• Diligence and attention to detail
• Strong partnership mindset
• Ability to work under pressure of time and meet deadlines
• Excellent communication and teamwork skills
• Capable of problem solving and conflict resolution
• Strong capability to prioritize and operate in a dynamic and demanding environment
• Ability to flexible work from the office depending on the need

REQUIREMENTS:

• University degree (bachelor’s or equivalent/in progress)
• Fluency in English
• Very good MS Office skills
• Experience in coordination of the reception desk in an international company would be an advantage
• Experience in PTP processes in SSC/BPO environment would be an advantage
• Basic knowledge of SAP and/or OCR system would be a strong asset
  Elanco is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected statu

KEY RESPONSIBILITIES:

• Office Operations and Maintenance:
• Managing and controlling office supplies and managing relationships with respective vendors and 3rd party providers (office supply, HSSE, couriers, vending, cleaning service, catering, Employee ID cards, furniture etc.), including invoices handling and PO issuance
• Specifically, controlling the performance of the office cleaning company
• Cooperating with IT to assure availability of IT equipment for new joiners
• Managing ad-hoc employee’s request related to office space, office equipment performance, meeting organizations as well as ad-hoc office issues
• Responsibility for administrative and office related tasks – handling post, documents, organizing events and meetings, catering, handling incoming calls
• Cooperation with Communication Associate and GM’s assistant to assure smooth and efficient preparation of Management meetings and Town Halls
• Other ad-hoc tasks belonging to Administration and Finance area
• Managing Reception:
• Welcoming external and internal guests and managing their visits (room booking, communication, hotel and logistics if necessary)
• Handling incoming and outgoing postal and courier shipments
• Managing office entry cards and parking cards
• Scanning and Validation activities:
• Performing preliminary invoice review according to the given guidelines
• Scanning invoices into the ERP system
• Performing OCR invoice validation
• Preparing invoices for archiving and shipping
• Supporting Accounts Payable to ensure timely invoice processing