Manager Offices Services

New role for a Office Services Manager / Workplace Manager in a new pharmaceutical company facility based in Waterford City. Reporting to the Senior Facilities Manager,
Responsibilities will include:-
  • Culture ambassador - work closely with reception, EA, admin & facilities teams locally and, globally to ensure a consistent feel and culture for everyone
  • Act as key contact for all Waterford based business groups to understand their real estate and facilities needs and develop strategies to meet those needs.
  • Participate as a key member of the Real Estate team to manage local facilities, including identifying, building out and operating new manufacturing, office and lab space as Waterford team grows and requirements change.
  • Manage/coordinate new hire onboarding including assigning desk location; coordinating with security for badging, parking registration; set up office services related items including mail room, desk name tags.
  • Oversee the canteen - delivery of meals, snacks and coffee services
  • Manage/coordinate onsite celebrations, all employee meetings, team building events, visitor meetings including catering and refreshments set up and clear down.
  • Manage & maintain relationships with outside vendors related to facilities services, office supplies, events, and catering.
  • Manage hotel contracts with corporate rates and develop/maintain a list of catering providers for events
  • Coordinate, manage budget for all facilities services, office supplies orders working with third party partners who manage contracts on our behalf such as, snacks and consumables
  • Partner with finance to develop a budget, forecasts and accruals as required for monthly, quarterly and annual processes.
  • Code SAP invoices for all facilities and office related invoices
  • Track headcount by business group and plan for space needs; address logistics for any moves and resolve issues working with HR and local teams
  • Assist with office layout planning and office moves and work with IT to ensure infrastructure is working as expected
  • Coordinate onsite maintenance for the workplace working with local and third party teams
  • Partner with Real Estate and Facilities team in Dublin and Deerfield to leverage global and/or national contracts where appropriate.
  • Develop office policies and procedures and ensure they are implemented appropriately working with H&S and local leadership
  • Identify opportunities for process and management improvements as well as design and implement new systems
  • Provide other admin support as necessary
  • Support work to maintain and promote the Horizon culture in the Waterford office
Qualifications and Skills Required:
  • Self-directed, with high level of initiative, flexibility and adaptability
  • 3-5 years experience managing facilities in a manufacturing environment
  • Excellent interpersonal skills - with both customers and employees, proactive, positive attitude, willingness to work with others
  • Proven ability to identify and address concerns with proposed solutions
  • Ability to build and maintain relationships and interact with all levels of the organization
  • Organized, excellent time management; able to meet schedules and deadlines
  • Must have strong knowledge of Microsoft Office products and other database driven software
  • Ability to effectively prioritize work within budget and time constraints