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West Pharma Senior Business Support 
Ireland, Dublin 
822140772

28.06.2024

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