West Pharma Senior Business Support 

Ireland, Dublin 

822140772

Office environment:

• Liaise with West Facility Management, Health & Safety Management and D&T department to ensure the office environment and procedures meet health and safety regulation standards
• Site environmental and Health & Safety coordinator including First Aid, Fire Warden and Mental Health First Aid
• Meet and great all onsite visitors and contractors
• Managing access cards, stationary, and office induction for new starters
• Ensuring adequate catering requirements are available to GFS employees
• Process all incoming and outgoing mail and couriers etc.
• Submitting site stationary orders

• Leveraging existing West at Damastown initiatives, if suitable, champion the organization and execution of company or department events such as Christmas events, CSR fundraising activities, and employee engagement activities
• Provide a bridge for smooth communication between the GFS leadership and internal departments and employees; demonstrating leadership to maintain credibility, trust, and support with management staff

Administrative Duties:

• Raising GFS purchase requisitions
• Support GFS Leadership team on administrative tasks as required e.g. Accounts payable
• Responsibility for internal communications – writing, editing and distribution of GFS site communication emails
• Support organisation of travel needs for GFS employees and visitors as necessary including hotel, flights, chauffeur services, car hire etc.
• Book offsite conferences and room reservations in local hotels, manage contracts, catering meals, special equipment needs, transportation and other related items.
• Other projects as assigned

Basic Qualifications:

• 3+ years in a similar office management role
• Health & Safety qualifications
• Facilities Management experience preferable
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Self-starter with the ability to work with autonomy in a team environment
• High level of verbal and written communications skills

Preferred Knowledge, Skills and Abilities:

• Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Must be dependable, detail oriented, and able to multi-task
• A sense of urgency/initiative

Travel Requirements:

• Minimal travel as deemed necessary