Office and Site Manager

Basking Ridge, NJ, United States
Sep 19, 2018
Required Education
Bachelors Degree
Position Type
Full time
Office and Site Manager

Ipsen Biopharmaceuticals Inc.

Job Description:

Position Summary

The Office and Site Manager will support the Basking Ridge Core Services (BRCS) team and other members, as applicable. This position will be responsible for managing multiple calendars and will regularly interface with employees of all levels and external partners. Additionally, this role will ensure Ipsen's BRCS employees work in a secured, safe, and organized environment.

This position will be responsible for the overall office management including the property management, ordering of supplies, assigning work space, storage maintenance, managing emergency weather alerts, coverage at reception desk, manage relationship with the landlord, provide support for local procurement and the contact for all maintenance of company equipment (kitchen, copiers, phones, etc.).

This position will be the lead receptionist and have back up from the Executive Assistant.

Essential Functions

Responsibilities will include, but are not limited to, the following:
  • Manage department calendars including individual and group meetings, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting input for managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings
  • • Place, receive and manage phone calls for department team members, as applicable
  • Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries
  • Direct visitors by maintaining employee and department directories; giving instructions
  • Manage all site-related purchases according to Purchasing policy and best practices
  • Ensure and maintain a professional and safe environment
  • Manage the relationship with the landlord through day-to-day contacts and formal semi-annual performance review meetings according to KPIs versus lease terms
  • Coordinate maintenance (utilities, cleaning, ensure the shared restrooms are managed)
  • Manage seating policy and moves (internal or external)
  • Manage office constructions if needed
  • Manage supply inventory and order (office supplies, break room, mail, etc....)
  • Manage and maintain the office floor
  • Develop guidelines/internal policies appropriate for the appropriate functioning of the site management duties, communicates/trains employees on those guidelines and measure compliance
  • Ad hoc support for procurement in NJ
  • Main contact for inquiries related to Health and Safety Environment
  • Manage temporary and permanent access (badges) for employees and visitors to the office for onboarding and offboarding; maintain security by following procedures; monitoring logbook; issuing visitor badges
  • Manage safe working conditions for office-based employees, drivers, and travelers
  • Promote EHS and train employees to main principles
  • Lead for the safety team (training, evacuation drills, fire marshal)
  • Issue monthly EHS reports including KPIs (#employees, # of injuries, ...)
  • Lead "green" initiatives regarding recycling
  • Coordinate the communication related to inclement weather
  • Comply with all laws, regulations and policies that govern the conduct of Ipsen U.S. staff

  • B.S. / B.A. desired but not required

  • Minimum of 10 years' experience supporting multiple staff members in administrative capacity
  • 3-5 years site management experience
  • Experience with Health and Safety Environment regulations

Core Competencies (Specific knowledge, skills and abilities that enable an individual to effectively perform the job)
  • Must be proficient in the following applications: MS Word, MS Excel, MS PowerPoint, MS Outlook
  • Strong customer-orientation, high organizational skills, and unparalleled attention to detail and a high degree of professionalism
  • Good understanding of EHS key-principles
  • Experience in managing construction/building projects and management of utilities (HVAC) desired
  • Problem-solving and continuous improvement
  • Excellent written and verbal communication and interpersonal skills
  • Interpersonal savvy
  • Ability to effectively communicate with internal and external contacts at all levels
  • Must be flexible, able to manage multiple tasks

The statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.

Ipsen Biopharmaceuticals, Inc. is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, sexual identity, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable federal, state or local law.

Ipsen Biopharmaceuticals, Inc. conducts background screening, reference checks, and drug testing as part of its pre-employment screening process. This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned.

All Employees are expected to adhere to all company policies and act as a role model for company values.

IPSEN is an equal opportunity employer that strictly prohibits unlawful discrimination. We recruit, employ, train, compensate, and promote without regard to an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other characteristic protected by law.