123pracovat

Pracovní nabídka

Purpose of the role:

The scope of the role is to ensure the smooth operation of the office, run the company´s reception, and collaborate across departments.

Office Management

Managing reception, incoming and outgoing mail, and phone calls / 5 days presence in the office is required
Handling processes in K2 (CR, PO, GR), scanning and forwarding invoices to accounting
Recording incoming invoices and managing payment processes, including due date entries and filing invoices in binders
Office administration (ordering all office supplies)
Coordinating repairs and maintenance of office and kitchen equipment
Responsibility for company phones and iPads (delivery, replacement, ordering)
Managing and maintaining phone number records with T-Mobile
Onboarding new employees and handling offboarding, including handover protocol records
Responsible for collecting and forwarding pharmacovigilance reports to designated personnel
Organizing congresses, cycle meetings, and assisting with travel arrangements for management (flights, accommodation, etc.), including expense reporting
Ensuring office supplies and maintaining printing devices (toners, troubleshooting)
Providing support for organizing meetings both in and outside the office
Creating and recording contracts in ARIBA (iCap)
Ordering business cards, company envelopes, etc.
Arranging translations for management
Maintaining IT equipment records in the IT spreadsheet
Archiving – managing storage records, arranging transport, and locating documents when needed
 

Fleet Management

Maintaining company vehicle records
Ordering new vehicles, handling delivery and return of old vehicles, and providing necessary support
Managing cost calculations and communication with suppliers
Processing invoices, monitoring fuel consumption, and invoicing for service costs
Arranging service, tire changes, and cleaning as needed for management
Assisting in case of breakdowns or accidents, including reporting to ALD/ARVAL and required communication
Providing vehicle-related documentation to HR for payroll purposes
Processing fines and coordinating payroll deductions with HR
Performing trips to service centers/tire service for management
 

Facility Management

Liaising with the building manager to resolve issues related to office, parking, reception, access cards, etc.
Coordinating with the cleaning company for problem resolution, ad-hoc cleaning (e.g., carpet cleaning), and invoice control

Knowledge & Experience:

· Minimum 2 years’ experience in a similar role, preferably in a multinational pharmaceutical company

· Demonstrated effectiveness as an individual contributor and efficient team collaborator

· Strong organizational skills, proactive initiative, responsibility, attention to detail, problem-solving abilities, and team spirit.

· Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

Education / Certifications (essential):

· Ideal: University degree

Language(s) (essential):

· Native Czech or Slovak speaker required and fluency in English – written and spoken

Others:

Active driving license type B

Working from the office - 5 days pre week