Business Support

vor 2 Monaten

Basel, Schweiz Mundipharma Vollzeit

Job title: Office Manager and Business Support AT & CH

Job Type: Permanent

Location: Basel, Switzerland

Mundipharma is a global healthcare company with a presence across Africa, Asia Pacific, Canada, Europe, Latin America, and the Middle East. Mundipharma is dedicated to bringing innovative treatments to patients in the areas of Pain Management, Infectious Disease and Consumer Healthcare as well as other severe and debilitating disease areas. Our guiding principles, centred around Integrity and Patient-Centricity, are at the heart of everything we do.

Job Purpose

The Office Manager & Business Support AT CH is a key role reporting directly to the Country Lead Austria and Switzerland. This function plays a key role in providing comprehensive support and coordination across multiple areas and business entities. It serves as a reliable point of contact for department leads, internal and external stakeholders, and international colleagues. The role involves ensuring efficient workflows, managing POs, preparing presentations, undertaking administrative and logístical responsibilities, and providing support to the Commercial Team.

There are 13 different legal entities in Switzerland, so this role will oversee admin and support related to these different legal entities.

Responsibilities:
Office Management AT CH:

- Oversee office operations, including reception management and space utilization.
- Handle incoming and outgoing mail and packages, including forwarding, and tracking deliveries (CH only)
- Coordinate service providers and facility management for smooth office functioning.
- Support back-office functions and ordering of necessary supplies.
- Participate in the onboarding and offboarding process for employees, including setting up workstations and providing necessary resources.
- Oversees archiving processes and systems incl. communication with external archiving company

Support to Commercial Area and other Basel-based entities:

- Support handling and processes of administrative documents (collection from various / signature collection, courier services, notary notifications )
- First level support for Customer Service
- Generates and manages purchase orders (PO) for department(s):

- Creates and updates purchase orders and shares with respective vendors based on business request.
- Liaises with finance business partner(s) regularly to ensure alignment with numbers.
- Acknowledges invoices in finance system and works with Accounts Payable (AP) to ensure timely payments, filing and archiving.
- Carry out administrative tasks for non-routine processes
- There may also be the need to go to the Vienna office once a quarter

Key skills and experience
- Previous experience in an office management role
- Proven experience in administrative support and coordination to a team
- Experience of telephone interactions and contact with customers
- Experience in working in a Matrix organisation
- Able to communicate and interact at all levels, with experience of working across diverse and complex customer groups
- Strong organizational skills and attention to detail
- Ability to maintain a high degree of confidentiality
- Event planning and coordination experience
- Ability to adapt to change and ambiguity with confidence
- Ability to resourcefully solve problems with a sense of urgency
- Ability to work independently and collaboratively in a fast-paced environment
- Familiarity with commercial operations and coordination
- Proficiency in MS Office Suite
- High degree of professionalism
- Positive & constructive mindset
- Fluent in German and English - verbal and written communication

We appreciate your interest in joining our organisation. If the current opportunity doesn't align with your career aspirations, we encourage you to join one of our talent pools. By doing so, our recruiters will have the opportunity to connect with you when a suitable role becomes available based on your CV. We value your skills and expertise, and we look forwa

Additional Job Description:
Primary Location:
CH Basel

Job Posting Date:
2024-10-31

Job Type:
Permanent

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