Workplace Coordinator

Employer
Dompe U.S.
Location
San Mateo, CA
Posted
Dec 02, 2021
Required Education
Associate Degree
Position Type
Full time

ABOUT DOMPÉ

Ciao! At  Dompé , our success is rooted in our team and our history. We are a private, rapidly growing global biopharmaceutical company.  Founded in Milan, Italy, we have a 165-year legacy of medical innovation. Dompé’s rich history has greatly influenced its priorities today: to innovate for the benefit of patients facing both everyday wellness needs and rare conditions. Dompé operates in two strategic areas in select markets around the world: Primary Care, which includes prescription and over-the-counter products; and Biotechnology and Rare Disease, which recently expanded into the United States.

Today Dompé has 800 employees worldwide and we are excited to be rapidly scaling in the United States. Our R&D hub is currently based in Boston, and the commercial organization is housed in the San Francisco Bay Area.

YOUR ROLE AT DOMPÉ

Our fast-growing team is looking for a highly organized, customer service and detail-oriented Workplace Coordinator to join our San Mateo office. The Workplace Coordinator will support day-to-day office activities, serve as a backup to the Executive Assistant, and assist the Human Resources team around projects, planning and collaboration with others on some G&A functions. The ideal candidate will have excellent communication skills and a problem-solving mindset. 

 

The Workplace Coordinator will ensure proper operation of facilities in the Dompé Home Office and assist with various tasks to support the team including reserving meeting rooms, ordering catering, and maintaining office supplies. The Workplace Coordinator will assist the Home Office by greeting visitors, distributing daily mail and maintaining a productive office environment.  This position will also work closely with the Executive Assistant and act as back up administrative support on an as-needed basis.  They will also work closely with other project managers across the US team virtually and live to plan, communicate, and organize different meetings and functions.

We are seeking team members who will live by and promote the core values of our Dompé culture: Integrity, Speed, Knowledge, Passion, Attention to Detail, Reliability, Flexibility and Teamwork. We are looking for individuals who possess an entrepreneurial spirit, flexible attitude, and adaptable nature to join our team.

WHAT YOU’LL BE DOING: MAIN RESPONSIBILITES:

  • OFFICE, EHS, & FACILITIES ADMINISTRATION

    • Greet visitors with a positive and helpful attitude, notifying hosts when their guests have arrived
    • Ensure proper operation of facilities and IT hardware in the Dompé Home Office (key fobs, polycoms, video conferencing, etc)
    • Ensure the smooth operation of the office by being a point of contact with outside vendors, including building maintenance and facilities service providers
    • Assist with on-boarding of new hires and off-boarding of outgoing employees and contractors as it relates to physical office environment, business cards, office supplies, and any other requests by the hiring manager / Business Operations / HR group
    • Track facilities-related expenditures and manage to the agreed budget
    • Oversee implementation of local Environmental Health & Safety (EHS) programs, such as evacuation plans, first aid supplies, ergonomic assessments, and any other EHS-related requests
    • Receive, sort, and distribute packages and daily mail as well as arrange shipping and mail services for team members when requested
    • Manage our relationship with the building cleaning service to ensure that the reception area, kitchen, and office space are clean and tidy
    • Answer the corporate phone line and distribute messages and voicemails to appropriate team members
    • Own and maintain the US procedures / resources list on our intranet and Enterprise Service Management system (FreshService) answering the question “How do I ___ in the US?” for colleagues (e.g. how to book travel, how to buy something)
    • Collaborate closely with other supporting functions and project managers across the team to plan and organize various meetings and events
  • ADMINISTRATIVE & PROCUREMENT SUPPORT
    • Organize, process, and archive contracts using our internal systems in alignment with organizational policies and processes
    • As needed, route purchasing requests through requisitioning system (DocsWeb) and track service or goods delivery for Finance reconciliation on behalf of US-based colleagues
    • Meet regularly with key partners, including IT and Business Operations, to align on current and upcoming projects, reprioritizing tasks and communicating with partners as needed 
    • Meet regularly with the Executive Assistant and Commercial Field Coordinator to align on administrative tasks and better support the leadership team 
    • Support Executive Assistant with tasks including, but not limited to, booking meeting rooms, ordering office supplies and catering for meetings
    • As needed, work on special projects such as meeting and event planning and process improvement related to the Home Office

YOU COULD BE THE PERFECT FIT IF YOU HAVE:

  • 4+ years of administrative, office manager, or project management experience
  • Working knowledge of Microsoft Office systems (Word, Excel, Powerpoint, Outlook), Zoom, Concur, and/or the ability to quickly learn new software
  • Interest in experiencing life at a fast-growing biotech company
  • High school diploma or equivalent, Associates Degree or higher strongly preferred

SKILLS YOU’LL NEED FOR SUCCESS: ORGANIZATION AND/OR TECHNICAL

  • Detail- and task-oriented, deadline-driven, highly organized, and able to prioritize multiple projects on short timelines
  • Effective communication skills, including the ability to speak confidently with all levels of employees (from vendor technicians to internal executives)
  • Strong relationship-building skills with ability to cultivate partnerships across teams and outside the company
  • Flexible, with a positive attitude when confronted with change
  • Ability to track, assess, and appropriately elevate issues as they arise, proposing solutions as needed
  • Experience managing a budget and overseeing the work of tradespeople and/or vendors

SKILLS YOU’LL NEED FOR SUCCESS: PERSONAL

  • Critical thinker and active listener
  • Self-motivation
  • Teamwork & collaboration
  • Time management
  • Understanding of successful working relationships internally and with external stakeholders 
  • The desire to actively solicit feedback on performance and skill development needs
  • Appreciation for the diversity of perspectives and approaches among peers

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.