Office Coordinator Roche Pars

  • Full Time

  • Tehran

      -   Tehran

Office Coordinator

Posted 4 Month ago

Job Description

Objective of The Role: • To guarantee smooth operation of Office & General Services • To introduce changes in working scheme to improve productivity & employee satisfaction • To manage external office supply and service providers to keep optimum internal customer satisfaction • To manage financial resources in an effective way in order to generate saving without compromising service qualities • To fulfill the requirements of Roche Pars employees within Diagnostics, Pharma & Diabetes Care divisions regarding office facilities, foodstuff, productive physical working environment, etc. Responsibilities: - General Service Team • Managing General Service Team of Diagnostics, Pharma & Diabetes Care divisions including Service Staff, Messengers, CM Driver and Receptionist • Monitoring the overtime and working schedule of GS team on daily basis as well as during company events/campaigns - Office • Improving the efficiency and quality of general services by centralizing the requests, organizing everyday tasks and filtering personal use of company resources • Establishing an office cleaning checklist and controlling the execution of cleaning tasks to ensure the hygiene of all public areas within Roche Pars office • Managing the maintenance of Gym and Game Room equipment by providing user guideline and scheduling the day and time of ladies and gentlemen turns • Managing all company general events and social gatherings like Noroz, Yalda, Ramadan, Kick off, Townhall meetings, Birthday Celebrations and other social gatherings • Managing the company warehouses and storage rooms by listing all the existing items and registering ins and outs systematically • Ensuring Office Branding is executed in line with office design scheme and limited to the designated areas • Training Service Staff on maintenance of office facilities, air conditioners, coffee machines, Gym and Game Room equipment as well as cleaning of parquets, furniture, refrigerators, IT devices, desks etc. • Training Receptionist and Service Staff on receiving guests, preparing and cleaning meeting rooms pre and post meetings, events etc. • Training Service Staff on maintenance of indoor plants and green areas by establishing a watering and fertilization schedule • Managing catering & food suppliers , tracking reservations , placing order for kitchen/pantry supplies and ensuring orders for new supplies are placed in a timely manner Collaboration: • Working closely with SHE Officer to support implementation of SHE guidelines in the office • Collaborating with IT and HR for new employee arrivals, seating plans, locker allocation, delivering stationary and other on boarding pack items • Collaborating with Communication and Marketing dept. of all 3 divisions in collecting the orders for Year End calendars, greeting cards, bags, consolidating address list and managing the distribution through GS team or external delivery services • Supporting Admins by making necessary arrangements within GS team during Sub Regional/Regional visits - Budget • Managing office budget and all the payments related to office utilities, maintenance, etc. • Ordering and managing the inventory and distribution of all office supplies including foodstuff, stationary, water, etc. • Handling the office cash advance for courier services, external car rental and messenger services when the company messenger is not available • Supervising the expenses of company cars i.e. fuel, repair, accident, insurance and other costs - Expats • Managing the Expat company house contract and other accommodation requirements • Managing the Expat working visa & work permit through service provider • Coordinate the Look & See for new Expats • Managing Expat cultural orientation program, language class, children school etc. - Compliance • All service activities and behaviour in business must be in compliance to Roche standards expected on all Roche employees

Requirements

University Qualifications: Bachelor’s Degree in Business Administration or any related equivalent. Nature and length of previous experience: • At least 3 years of experience in a similar role • Experienced in managing General Service team • Good knowledge of facilities, equipment and their maintenance procedure Language: Excellent command of English & Farsi language in both spoken and written Soft skills and personality traits: • Strong customer service orientation attitude • Ability to work well in teams • Can contribute ideas that are novel and implementable • Self-motivated, matured, confident & result driven • Meticulous and detailed in approach to work • Strong planning and organizing skills • Financially and Commercially savvy • Consistent follow up and follow through skills

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