Reference Number: JO-2106-471499
Office Manager
Rate: Negotiable
Job Type: Permanent
Location: Munich

CPL Life Sciences has engaged with a Global Pharmaceutical Company who are looking for an exceptional, experienced, and well-rounded Office Manager in Germany.

Position Summary

Office Manager role who will reports to Director of Finance & Administration based in Dublin, Ireland.

Job Summary: Co-ordinates overall Munich office operations and support home-based employees, as well as employees in the Netherlands, by ensuring the business environment and support is in place, to enable employees to efficiently and safely undertake their duties. Generally, liaises with and supports various departments and teams (HR, Facilities, IT, EHS, Accounting, Communications, etc.) to complete tasks.

Key responsibilities:

Key customers (dotted lines): Support the Senior Director Business Operations (Germany), Director Business Operations (based in the Netherlands), and various other key stakeholders across locations, as required.
Vendors / purchase orders: Works alongside the Strategic Sourcing & Procurement team raising requisitions. Manages relationships with vendors, service providers, and landlord. Supports vendor set-up and on-boarding, signing of agreements and confidentiality agreements. Supports efforts to get invoices paid.
Meetings/calls: Attends meetings at the request of the senior management team, document minutes of the meetings and distribute minutes to all relevant parties.
Health & Safety: Under guidance of the corporate EHS team, reviews and updates health and safety policies and ensures they are observed. Interacts with all employees to ensure that their health and safety needs are met. Acts as the Office First Aid & Fire Safety representative.
Facilities Projects – Manages office space, oversees refurbishments and layout needs. Ensures that office-based employees have an appropriate environment to undertake their duties in the office. Supports employees as required with needs to work from home, for example by procuring furniture and equipment.
Office supplies: Co-ordinate, manage and order all office supplies with approval from the Site Head and/or Director, Finance & Administration. Manage all Inventories. Use office credit card to make some payments.
Couriers: Organise couriers
New starters and leavers: Support induction of new starters, supply of equipment, etc.; organise for equipment to be collected from leavers, etc.
IT: Support the IT department with tasks in the Munich office.
Administrative support: Organizes and maintains data in spreadsheets; generate reports; organizes paperwork; and other related administrative duties as required.
Record management: Manages procedures for retention, protection, retrieval, transfer, and disposal of records.
Communications: Acts as the main point of contact for the Corporate Communications team in Germany. Supports Digital Communications in keeping the Company Germany Intranet Page up to date.
Other interactions: Work in a team with Dublin-based office manager and London-based office manager.

Travel and Expenses: When travel commences following Covid-restrictions, support travel bookings, and expense submissions.
Contributes to team efforts to achieve operational efficiency and a positive working environment. Supports the organization of team socials and events (virtually during Covid restrictions).
Various other support responsibilities as needed.

Education & Experience

Requires Abitur and relevant further education, for example Berufsschule/Fachoberschule/Fachhochschule. Will substitute experience for education
Minimum of 2-3 years of relevant work experience
Languages: German and English
Key skills: Ability to deal with ambiguity, proactive and persistent, ability to look at issues from different perspectives.

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