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)

• Monitors 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)

• 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

  • Liaising with Building Management/Security/Landlord

  • Agreements, Purchase Orders and Finance process management

  • Assistance with operational incident management documentation and reporting

  • Working with FM companies, external vendors to log, track, close work order traffic

  • Other EH&S projects and initiatives as needed

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Strong background in administration

• Knowledge of FM processes and practices

• Ability to prioritize 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 organizational 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), Concur, Source to Pay, MS Teams and Zoom

Required/Preferred Education and Licenses

• Obtain/maintain First Aid, Defibrillator and Fire Marshal certification (will be provided by Jazz Pharmaceuticals, if needed)