Job Description

About Teva (TPIG)

Teva Pharmaceuticals International GmbH (“TPIG”) is a subsidiary of Teva Europe based in Switzerland. The company trades mainly Global Specialty medicines & Branded Generics Products with many markets in EU and the US. The company is also hosting the trading hub for our Latin American markets. TPIG is engaged in manufacturing and sales activities which are coordinated out from it headquarter in Jona. The TPIG Supply Chain owns the end-to-end supply chain of Speciality and Biologics products of Teva and leads the Supply chain activities for Project management & execution, Strategic & tactical planning as well as Supply chain operational hub which includes operational planning and execution. To execute the strategic direction of growing Teva’s speciality portfolio, we are seeking the below role to join our team.

Job Purpose

The Facility Coordinator & Receptionist is responsible for ensuring the smooth operation of the office, implementing the overall Teva GFM strategy on the site level by delivering hard and soft services in support of the core business. This role involves managing administrative tasks, supporting staff, and maintaining a productive and pleasant work environment. 
The Facility Coordinator & Receptionist manages daily operational activities are reception services and assisting with strategic GFM projects on site. Facility Coordinator & Receptionist thereby acts as a coordinator between the core business and procurement, accounting, legal, HR and IT, and provides administrative support to senior leaders on site.

Main Responsibilities

• Local contract management: assist in the procurement of GFM vendors and services as required and ensure contract performance and execution to required standards
• Stakeholder management: single point of contact for internal stakeholders (e.g. TPIG & Finance Companies employees) and external stakeholders (e.g. cleaning company) related to local GFM topics
• Financial Performance: assist with financial processes to ensure local GFM financials are executed in an accurate and timely manner. Seek ways to constantly reduce costs and improve operational standards
• Site Operations: Office Administration & Reception Services including, but not limited to:
  • Oversee daily office operations and procedures
  • Ensure the office is clean, organized, and well-maintained
  • Positive representation of the company at the reception
  • Managing visitors & coordinating meetings as needed
  • Managing in/out calls in German & English language
  • Managing in/out mail and courier shipments
  • Managing badges, keys, phone lists, etc.
  • Purchasing of materials and stocking of office supplies room, kitchenettes, etc.
  • Space management planning & optimization of office layout ensuring a positive work environment
  • Parking space management
  • Support with onboarding of new employees (prepare working station, office tour, etc.)
• Building and utilities infrastructure maintenance: maintain premises in full operational condition - coordinate with landlord and/or technicians to ensure functionality as needed
• Health & Safety: ensure safety procedures on site are working
• Physical & Operational Security: act as local Security Trustee in coordination with Facilities Manager Switzerland
• Meeting- & Event Management on a local level as required: 
  • Organize company events, meetings, and team-building activities
  • Coordinate logistics for office functions and celebrations
• GFM Project Management support as required (e.g. CAFM)

Contacts

Internal

• Communicating and consulting with all Managers and members of staff within the facilities and operations departments including GFM and other sites

External    

• Landlord
• 3rd Party Service Suppliers
• Contractors and sub-contractors

Your experience and qualifications

• Proven experience as an Office Manager or in a similar administrative role
• The ideal candidate is highly organized, proactive, and capable of handling multiple tasks with ease
• Excellent time management skills
• Ability to work independently
• Self-motivated and pragmatic
• High level of attention to detail and problem-solving skills
• Friendly and approachable demeanor
• Proficiency in Microsoft Office Suite
• Strong verbal and written communication skills (German & English)

What we offer

• Competitive compensation package that reflects your skills and experience
• Possibility to work in a dynamic environment in an impactful position 
• You would be a part of a high-performing team dedicated to success and innovation
• Career growth opportunities by engaging in a role that offers significant responsibility and the chance to advance within the company

Function

Administration

Reports To

Facility Manager Switzerland

Contact

Kamila Walawska
Human Resources

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Teva’s Equal Employment Opportunity Commitment

Teva Pharmaceuticals is committed to equal opportunity in employment. It is Teva's global policy that equal employment opportunity be provided without regard to age, race, creed, color, religion, sex, disability, pregnancy, medical condition, sexual orientation, gender identity or expression, ancestry, veteran status, national or ethnic origin or any other legally recognized status entitled to protection under applicable laws. We are committed to a diverse and inclusive workplace for all. If you are contacted for a job opportunity, please advise us of any accommodations needed to support you throughout the recruitment and selection process. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

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