Receptionist & Administration Assistant

at  Ipsen Pharma SAS

Greeting visitors with a smile, helping them navigate to a meeting room and arranging with office girl to offer them with selected beverages as they wait.

• Visitors to MEA Office - local management of booking meeting rooms, food & beverages, etc.
• Support any new joiner with office & IT equipment’s, access cards etc.
• Sending couriers in a timely manner.
• Monitoring and providing clear instructions and guidance to office girl for office cleaning, securing building permits etc.
• Order stationery and kitchen supplies as and when required.
• Ensures that all emergency and firefighting equipment’s are serviced at regular intervals as per Dubai Civil Defense regulations.
• Arranges & tracks the maintenance & filter cleaning of air cons inside office are scheduled every quarter.
• Creation of purchase orders, new vendor addition, confidentiality agreements, vendor contracts etc. are done in a timely manner.
• Work with our internal systems such as K2, Ariba, Adobe Sign, etc.
• Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system.
• Prepare all documents such as internal approval forms, speaker contracts for external HCP meetings.
• Archive all meeting documents & approvals efficiently and effectively for audit purposes.
• Booking and arranging travel, transport and accommodation in line with Ipsen T&E policy.
• Prepare internal letters such as NOC for travel as and when required.
• To complete all the activities or projects within the framework and in compliance with Ipsen SOPs and company policies.
• Ensures delivery of day-to-day administrative activities
• Plans, organizes, and schedules own workload so that all activities are completed accurately and on time.
• Handle any other project or ad hoc activity as and when they arise.

Please refer the Job description for details