Office Coordinator

This position is with Recordati Rare Diseases, Inc. (RRD), North America, an affiliate of Recordati.

Recordati Rare Diseases, Inc. (RRD) develops high-impact therapies for rare diseases, focusing on providing treatments to underserved communities in the U.S. Our mission is to mitigate the impact of rare diseases through increased awareness, better diagnoses, and improved treatment access in endocrinology, metabolic, hematology and oncology franchises. RRD is dedicated to fostering a dynamic work environment that promotes professional growth and a significant impact on patients' lives.

Reporting Structure

Reports To:    Vice President, Human Resources

Direct Reports:    None
Areas Managed:    NJ Office space and IT desktop support

Overview

The Office Coordinator is responsible for the smooth and efficient day-to-day operation of our NJ office, handling a variety of administrative and clerical tasks. They manage communications, organize meetings, maintain office supplies, and provide general support to staff. The role requires strong organizational, communication, and problem-solving skills. The company's North American corporate office space is the area within scope for the role and includes management of office and break area equipment and preventive maintenance schedules, security and access, reception and meeting planning, assignment of workspace for employees based in the office as well as employee visitors. The individual must oversee and lead the office responsibilities to ensure that the office is welcoming to employees and visitors and running smoothly. Coordinates with necessary vendors to meet organizational needs.

Essential Duties and Responsibilities

•    Manages office layout planning, office moves and assigns office and workstation assignments per policy, badging, safety and security of office. Supports meeting room set up/layouts for those booking rooms for use.
•    Plan all “in office” activities of the organization which may include scheduling lunches, meetings and celebrations.
•    Maintain food and beverage supplies, as well as scheduled maintenance and cleaning of kitchen areas
•    Partner with building facilities management to open and close facilities tickets related to HVAC, lighting and other landlord owned responsibilities.
•    Manage new hires and terminations for office locations, set up of workspace.
•    Work with the Human Resources team to update office policies and onboard and off board employees and contractors, including handling of IT equipment shipments, orientations and returns
•    Manages all vendors who support office operations including copy service, moving services, food service, travel site, contractors needed for repair or upgrade of site.
•    Monitor office management and design innovative work systems – manage office ticketing system and ensure work tickets are responded to and closed in a timely manner
•    Manage filing room, maintaining coordination of department filing needs and partnership with Iron Mountain and secure shredding services.
•    Manage office budget and master office calendar and related office contracts.
•    Identify opportunities for process and office management improvements, and design and implement new systems
•    Oversee guest experience: greet visitors and answer/ direct phone calls, manage mail and deliveries
•    Develop office policies and procedures, and ensure they are implemented appropriately
•    Manage office badge access
•    Manage stationary supplies including note cards, business cards
•    Greet visitors, help them navigate the office
•    Maintain first aid and safety supplies, manages OSHA logs and partners with HR for worker’s comp
programs.
•    Act in full compliance with all laws, regulations, and policies including adverse events / pharmacovigilance responsibilities.
•    Perform other duties as may be assigned

Education and Experience

•    2-5 years of work experience in an administrative/office role

Knowledge and Skills

•    Must have exceptional attention to detail
•    Must be a self-starter and driven
•    Excellent communication and interpersonal skills
•    Strong problem-solving skills and analytical abilities
•    Strong organizational and time management skills, and ability to prioritize and multitask
•    Must be Proficient in Microsoft Office products

Competencies and Attributes

•    Behaves in an honest, fair, and ethical manner.
•    Pursues self-development.
•    Communicates in a clear, concise, and convincing manner. Listens effectively.
•    Budget conscientious. Monitors expenditures and uses cost-benefit analysis to set priorities.
•    Ability to achieve influence without authority.
•    Resourcefulness and flexibility; ability to make things happen within a small-business environment.

Work Environment

This job operates in a professional office environment. Based upon job requirements, employee may be required at times to attend meetings including travel out of state over weekends and nights. Employee must be able to freely operate and travel by car and train/plane modes of transportation. Employee is required to have a valid driver’s license and passport.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms; talk and hear. Occasionally is required to lift and/or move light to moderate weight up to 50 lbs.

Location

•    This position is based at RRD’s headquarters in Bridgewater, New Jersey and requires daily presence in office.
•    This position requires minimal travel.
•    Office coverage is generally 7:45 am – 4:45 pm daily

FLSA Classification

This position is considered Non-exempt.

EEO Statement

Recordati Rare Diseases values the diversity of its workforce and welcomes applications from all qualified applicants. It is the policy of Recordati Rare Diseases to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, sexual orientation, gender identity, or national origin. Further, Recordati Rare Diseases will not discriminate on the basis of any characteristic protected by federal, provincial, or municipal law. Recordati Rare Diseases will provide reasonable accommodation for qualified individuals with disabilities.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of the activities, duties or responsibilities that may be required.
 

Disclosures

Pay Range (Base Pay): $61,600 -$85,000 Other Types of Pay: annual bonusHealth Insurance: Medical, dental, orthodontia, vision, life & ADD, short and long term disability insurance benefits. Retirement Benefits: 401k Paid Time Off: Vacation, holiday, and sick/personal time.