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Office Services Coordinator
hace 2 semanas
Job Summary:
Our corporate activities are growing rapidly, and we are currently seeking an experienced, full-time Office Services Coordinator to support operations at our office in Madrid, and to provide remote support to our home based team in Portugal. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.
Responsibilities:
Reporting directly to the Regional Facilities Manager:
- Serves as the primary point of contact for both Operations leadership as well as Facilities Management for Facilities and Administrative duties for the Spain office. Provides guidance and mentorship for Office Assistant peer;
- Coordinates facility renovation/improvement/relocation projects for the Madrid office;
- Supports Facilities Management with overall vendor oversight and management of projects, obtaining quotes and providing feedback on vendor performance;
- Supports Facilities Management with new vendor onboarding by assisting with the RFP process, obtaining favorable contract terms and facilitating review using established system and procedures;
- Coordinates inductions for new starters including office and parking allocations; arrangements;
- Develop and maintain strong relationships with landlord and property management to ensure efficient maintenance of building and grounds;
- Responsible for system administration and data management within our Facilities Management System (FMX), Space Management System (SpaceIQ), Department Sharepoint Site, Project trackers, Surveys and other systems as assigned;
- Manages multiple trackers within Excel and other systems in order to provide accurate and timely reporting to both Facilities and Finance management;
- Supports requests for information and data by HR, Legal, IT, Finance and other business units in partnership with Facilities Management;
- Under direction of the Finance function, support local invoice flow; responsible for receiving and managing incoming invoices using internal finance/invoice management systems when required;
- Supports external and internal meetings and events in the office in regards to space set-up, catering and other services as needed;
- Maintains detailed records, and maintains electronic work order system for tracking of Facilities issues and vendor performance. Escalates issues to manager in a timely and detailed manner to ensure proper conditions are maintained at all times;
- Coordination of our Health & Safety program for office and home based staff in Spain;
- Assists with creation of training guides, documents procedures and business practices to support overall department operations and process improvements;
- Provides support to home based operations in Portugal including working with the Car fleet Coordinator to manage the Portuguese car fleet;
- May be responsible for other projects and responsibilities as assigned.
Qualifications:
- Excellent knowledge of English language, spoken and written
- 5 years’ experience in a Facilities/Workplace Services coordination;
- High school diploma or equivalent required; Bachelor’s degree preferred;
- Intermediate to advanced experience with Microsoft Office suite/software;
- Excellent customer service and office support/administration skills;
- Excellent written and verbal communication skills;
- Ability to work with cross-functional teams, supporting all areas of the business;
- Ability to work both independently and across a local and remote team.
**Travel**: None
Medpace Overview:
Medpace is a full-service clinical contract research organization (CRO). We provide Phase I-IV clinical development services to the biotechnology, pharmaceutical and medical device industries. Our mission is to accelerate the global development of safe and effective medical therapeutics through its scientific and disciplined approach. We leverage local regulatory and therapeutic expertise across all major areas including oncology, cardiology, metabolic disease, endocrinology, central nervous system, anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, employing more than 5,000 people across 40+ countries.
Why Medpace?:
People. Purpose. Passion. Make a Difference Tomorrow. Join Us Today.
The work we’ve done over the past 30+ years has positively impacted the lives of countless patients and families who face hundreds of diseases across all key therapeutic areas. The work we do today will improve the lives of people living with illness and disease in the future.
**Medpace Perks**
- Hybrid work-from-home options (dependent upon position and level)
- Competitive PTO packages
- Company-sponsored employee appreciation events
- Employee health and wellness initiatives
- Flexible work schedule
- Competitive compensation and benefits package
- Structured career paths with opportunities for p
