General Affairs Lead from Joulé
Jersey City, NJ 07310
About the Job
Job Title: Adminisrative Lead, Pharma
Location: Hybrid 2-3 days on site in Jersey City, NJ
Hours/Schedule: 35 hours/week
Type: Contract, 3 months with potential extension
Overview
Joule is currently looking for a Administrative Affairs Lead to work with one of our clients in the Jersey City area. In this position you will report directly to the Vice President, Business Operations, provide direct supervision to reception staff, and work cross-functionally and collaboratively across all areas of the company. You may also negotiate and interact with external vendors.
Responsibilities
Requirements
Benefits:
System One offers eligible employees health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.
#M3
Location: Hybrid 2-3 days on site in Jersey City, NJ
Hours/Schedule: 35 hours/week
Type: Contract, 3 months with potential extension
Overview
Joule is currently looking for a Administrative Affairs Lead to work with one of our clients in the Jersey City area. In this position you will report directly to the Vice President, Business Operations, provide direct supervision to reception staff, and work cross-functionally and collaboratively across all areas of the company. You may also negotiate and interact with external vendors.
Responsibilities
- Office Administration. Performs broad facilities management and office management functions:
- Administers general business programs, services, and events that span across functional areas, support the broader business, and serve both employees and contractors alike.
- Ensures an adequate, uninterrupted supply of office supplies for all areas through effective supply management practices.
- Organizes maintenance companies to keep the office clean and safe and ensures its appliances are in good working order.
- Acts as Fire Warden; oversees fire marshals and their training to ensure a strong fire safety culture.
- Serves as Notary Public (NJ), notarizing documents as needed for multiple internal organizations.
- Continually evaluates all program services, vendors and costs, researches new options and proposes changes as appropriate to ensure company receives cost-effective and quality service.
- Prepare and submit Occupational Safety and Health Administration (OSHA) reporting, as needed.
- Provide oversight and support to the office facilities.
- Communication and Coordination.
- Serves as a point of contact for internal and external communication relating to office operations.
- Manages incoming and outgoing office mail and correspondence.
- Organizes meetings, appointments, and events at the office or company-related events when necessary.
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- Leads discussions on the most efficient and effective office usage in collaboration with the direct manager and other departments, monitoring office attendance ratios.
- Staff Management. Supervises, oversees and motivates staff:
- Directly supervises, trains, coaches and develops multiple receptionists to ensure effective interaction with employees, contractors and visitors.
- Arranges for and oversees the work of contractors and temporary employees for short-term technical and administrative needs.
- Financial Administrations of Office Administration:
- Processes invoices and payments.
- Manages petty cash and expense reports.
- Executes competitive bidding processes, negotiates, and/or oversees a wide variety of vendor contracts (e.g., company car purchases, hotels, limo services, cell phones, telephone calling cards, copiers, office and kitchen supplies, building maintenance, office party services/supplies, etc.)
- Assists with budget preparation and tracking of office operations budget.
- Provides broad support to Accounting/Administration Department and specifically the daily processing of General Accounts Payables, expense reports, etc.
- Other:
- Enforces office policies and procedures.
- Maintains a safe and welcoming office environment.
- Supports Human Resources (HR) on various special programs and HR-led company events and activities as assigned.
- Handles other administrative tasks as assigned.
Requirements
- Associate Degree in Office Administration, Facilities Management, HR, or a business curriculum.
- BA/BS degree is preferred.
- Minimum of 5-7+ years of related experience most likely gained in Facilities Management, Operations, Office Management or Human Resources roles.
- Experience should include contract management/administration for building services and supplies.
- Prior supervisory experience is also desired.
- Knowledge of HRIS system s is a plus.
- Strong skills in MS Office (Word, Excel, PowerPoint).
- Good understanding of Accounts Payable.
Benefits:
System One offers eligible employees health and welfare benefits coverage options, including medical, dental, vision, spending accounts, life insurance, voluntary plans, and participation in a 401(k) plan.
#M3
Salary
30 - 40 /year