Office Coordinator

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Courcelles, Hainaut, Belgium

Job Description:

JOB SUMMARY

• The Office Coordinator will organize and coordinate office administration and procedures, ensuring organizational effectiveness, efficiency, and safety. The Office Coordinator is responsible for developing intra-office communication protocols, streamlining administrative procedures and task delegation.

• The successful office coordinator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

DUTIES & RESPONSIBILITIES

Under and in accordance with all applicable federal, state and local laws/regulations and Corporate Johnson & Johnson, procedures and guidelines, this position:

• Support Site Leadership team in their administrative tasks, coordinating LT meetings and actions.

• Administer visits to the site: meeting room, taxi transfer, catering, PPE, and help ensuring perfect condition of the site for visitors.

• Manage and support site access requests via BEA, CEA, SAM, etc

• Support Site Known Consignor lead with employee personal files and trainings, and help ensuring highest level of security for the site and its people.

• Coordinate POs: create and manage POs (eg office furniture, PPEs, …) and support overall PO / Cignon process, as well as tracking some specific spent for the site and the LT.

• Coordinate in close collaboration with E&PS and other contractors some of the site refurbishing and facility improvements projects.

• Point of contact for Site EHS: basic knowledge of safety and prevention, close connection with leadership and the co-workers, and close collaboration with the prevention advisor

• Organize site events such as the annual team-building event, YE gift for employees, Town Hall, …

• Maintain a central point of contact with the different Belgian J&J campuses

• Manage local onboarding of new hires

• Develop and manage a site-based intranet site

• Manage the organization's internal communications

• Sort and deliver incoming mail by employee to ensure timely distribution and pick-up departmental mail in case of need

• Manage mailings (DL) - administration of e-mailing distribution lists

• Responsible for ensuring personal and Company compliance with all Federal, State, local and Company regulations, policies, and procedures

• Performs other duties assigned as needed

• THIS JOB DESCRIPTION IS NOT AN EXHAUSTIVE LIST OF THE JOB HOLDERS RESPONSIBILITIES

EXPERIENCE AND EDUCATION

• 5 years’ experience in administrative role reporting directly to management

• Bachelor’s degree in office management or equivalent is a plus

• Fluency in oral and written French and English, Dutch is a plus.

• Excellent working knowledge of MS Office: Outlook, Word, Excel and PowerPoint

• Comfortable in using all latest digital tools such as Microsoft Teams and Zoom

• Having a “first aid certificate” (= EHBO certificate) is a plus

• Good aptitude for learning to use new systems

• Customer focus for both internal and external customers. Ability to develop close relationships with customers and colleagues at all levels.

• Integrity and Credo-based Actions: the ability to build trust and the willingness to put the Credo top of mind for all decisions.

• Well structured, focused & ability to set clear priorities

• Results and Performance Driven: the ability to deliver business results and solutions and keep the focus on driving customer value and the willingness to assume personal ownership and accountability.

• Collaboration and Teaming: the ability to work well across functions and groups and to build effective teams and the willingness to put interests of enterprise above own.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, CERTIFICATIONS/LICENSES and AFFILIATIONS.

• Positive drive, can-do attitude

• High work ethics and confidentiality

• Excellent organizational skills and ability to effectively manage different priorities

• Ability to exercise high level discretion and judgement

• Proactive, enthusiastic, curious, flexible

• Service oriented

• Accuracy and attention to detail

• Empathy in planning and ability to think ahead in a logical, sequential way

• Ability to work on own initiative and as a member of a team

• Strong interpersonal skills

 

 

Required Skills:

 

 

Preferred Skills:

Accountability, Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Event Management, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Process Oriented, Professional Ethics, Travel Planning, Typing