The Global Workplace Coordinator supports facility management and manages front of house/site hospitality and day-to-day operations of the Jazz Pharmaceuticals office facility, ensuring the office environment supports collaboration, productivity, and safety. This position is site-based only and there may be a requirement to support other locations within your region, including working from that other location.
ESSENTIAL FUNCTIONS:
Perform Visitor Management & Office bookings (desk & room bookings) tasks as required/necessary. Proactively prepare meeting/collaboration rooms as required (e.g., layout). Monitor relevant mailboxes, forwarding and responding to emails as required. Manage incoming calls as required. Manage incoming and outgoing post & courier activity, includes to receive, sort, scan and distribute. Manage office stock and supplies (e.g., meeting rooms, office equipment, sundries, snacks). Manage Business Card ordering system and fields requests. Maintain and update Digital Signage displays. Manage Security Access System: issue and disable security access cardkeys & run reports; maintain strict confidentiality regarding New Hires and Terminations notifications. Execute on trained policies and procedures e.g., Health Authority inspections, other government, or regulatory unexpected events. Collaborate with global peers to streamline ways of working, share lessons learned and best practices. Support the facilitation of any on-site events and all that entails. May include light janitorial duties. Assist with other Global Workplace Coordination work, as required, e.g. tracking, communicating, and compiling crucial EH&S Risk Assessments and associated risk management activities. REQUIRED KNOWLEDGE/SKILLS/ABILITIES:
Strong background in administration. Knowledge of FM process and practices. Ability to prioritise and manage own workload. Client/customer service focused, dedicated to meeting, and exceeding the expectations of internal and external customers. Ability to problem solve. Exceptional organisational skills. Ability to create positive working relationships at all levels with internal and external stakeholders. Proactive, flexible and hands on (working outside of standard working hours may be required to meet business needs). Taking ownership for your output and results. Engaging personality, with confidence in your abilities but a willingness to learn & improve. Proficient computer skills including use of Microsoft Office 365 (including Outlook, Word, Excel, Power Point), SAP, MS Teams, and Zoom.
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Perform Visitor Management & Office bookings (desk & room bookings) tasks as required/necessary. Proactively prepare meeting/collaboration rooms as required (e.g., layout). Monitor relevant mailboxes, forwarding and responding to emails as required. Manage incoming calls as required. Manage incoming and outgoing post & courier activity, includes to receive, sort, scan and distribute. Manage office stock and supplies (e.g., meeting rooms, office equipment, sundries, snacks). Manage Business Card ordering system and fields requests. Maintain and update Digital Signage displays. Manage Security Access System: issue and disable security access cardkeys & run reports; maintain strict confidentiality regarding New Hires and Terminations notifications. Execute on trained policies and procedures e.g., Health Authority inspections, other government, or regulatory unexpected events. Collaborate with global peers to streamline ways of working, share lessons learned and best practices. Support the facilitation of any on-site events and all that entails. May include light janitorial duties. Assist with other Global Workplace Coordination work, as required, e.g. tracking, communicating, and compiling crucial EH&S Risk Assessments and associated risk management activities. REQUIRED KNOWLEDGE/SKILLS/ABILITIES:
Strong background in administration. Knowledge of FM process and practices. Ability to prioritise and manage own workload. Client/customer service focused, dedicated to meeting, and exceeding the expectations of internal and external customers. Ability to problem solve. Exceptional organisational skills. Ability to create positive working relationships at all levels with internal and external stakeholders. Proactive, flexible and hands on (working outside of standard working hours may be required to meet business needs). Taking ownership for your output and results. Engaging personality, with confidence in your abilities but a willingness to learn & improve. Proficient computer skills including use of Microsoft Office 365 (including Outlook, Word, Excel, Power Point), SAP, MS Teams, and Zoom.
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