Office Manager

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Marken is a wholly owned subsidiary of UPS and is a critical part of UPS Healthcare. With Polar Speed and Marken included, the UPS Healthcare division staffs 128 locations with 5,500 employees worldwide. Marken offers a state-of-the-art GMP-compliant depot network and logistic hubs for clinical drug product storage and distribution in 58 locations worldwide, while maintaining the leading position for Direct-to-Patient and Home Healthcare services, biological sample shipments and biological kit production. Marken’s dedicated 2100 staff members manage 120,000 drug product and biological sample shipments every month at all temperature ranges in more than 220 countries. Additional services such as ancillary material sourcing, storage and distribution, shipment lane verification and qualifications, as well as GDP, regulatory and compliance consultancy add to Marken’s unique position in the pharma and logistics industry.

The Office Manager will organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, handle and coordinate customer complaints and complete issue investigations.

Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Main Duties And Responsibilities

• Ensures the Branch is performing in full compliance within country legislation, regulatory and with client and company requirements.
• Obtaining and monitoring maintenance schedule for all equipment in the branch including critical equipment.
• Organize and schedule meetings and appointments and bookings.
• Partner with HR to maintain office policies as necessary.
• Coordinate with IT department on all office equipment.
• Manage and support contract and price negotiations with office vendors, service providers.
• Provide general support to visitors.
• Responsible for creating PowerPoint slides and making presentations.
• Responsible to complete and coordinate issue investigations and completion.
• Responsible to monitor and making sure no overdue issues and CAPA’s for the branch.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers..
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
• Ensure that results are measured against standards, while making necessary changes along the way.
• Allocate tasks and assignments to subordinates and monitor their performance.
• Assign and monitor clerical, administrative and secretarial responsibilities, and tasks among office staff.
• Responsible for onboarding and training to new employees.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications.
• Participate actively in the planning and execution of company events.
• Responsible for developing standards and promoting activities that enhance operational procedures.
• Organize orientation on training of new staff members
• Design and implement filing systems.
• Ensure filing systems are maintained and current.
• Establish and monitor procedures for record keeping and retention.
• Ensure security, integrity, and confidentiality of data.
• Design and implement office policies and procedures.
• Oversee adherence to office policies and procedures.
• Analyze and monitor internal processes.
• Implement procedural and policy changes to improve operational efficiency.
• Prepare operational reports and schedules to ensure efficiency.
• Review and approve office supply acquisitions.
• Maintain a safe and secure working environment.
• Administrative coordination of employee absence and holiday requests.
• Assist to both internal and external audits.
• Support the branch in developing, implementing, monitoring, and maintaining local Key Performance Indicators related to his/her responsibilities.
  
  

General

• Operations, customer service and/or commercial experience in healthcare supply chain, services, and logistics.
• Strong reporting skills.
• Process improvement, planning, and execution.
• Strategic thinking.
• To always adhere to all company Policies.
• To undertake any other reasonable duties at the request of the Line Manager.
  
  

Requirements

• Fluent in local language and English in both oral and written.
• Excellent oral and written communications skills.
• Ability to work under pressure.
• Excellent problem-solving skills.
• Goal oriented.
• Able to multitask and set priorities.
• Ability to use own initiative and act responsibly.
• Must be reliable, self-sufficient, focused, and persistent.
• Computer literate.
• Strong MS Office Working Knowledge.
• Quality Management.
• Customer Relationship Management.
• Marken Global Policies.
• Marken Operations and Network.
• Logistics and/or customer service experience.
• Leadership experience.
• Attention to details