Operations Support Specialist

Job Description

Position Summary:

The Operations Support Specialist will support the Eurofins Discovery Services Team in contract research services to advance new pharmaceutical candidate testing. This position supports general office maintenance, receptionist functions, laboratory functions, and manages site visitors. Supports executive management team and interacts with internal and external customers globally at all levels of the organization. Self-management, handling of confidential information and independent judgment is required to plan, prioritize and organize a diverse workload with minimal oversight. Supports site procurement, receiving and supply chain

Qualifications:
Qualifications

Basic Minimum Qualifications (BMQ): The requirements below represent the education, experience knowledge, skill or ability required to perform the job successfully.

Education/Experience (BMQ):

High School Diploma with 4+ years of relevant experience

B.A. or B.S with 2 years of relevant experience

Experience in procurement and cost control

Experience in vendor management, supply pricing, and price negotiations

Experience in customer invoicing, and customer service

Experience with ERP applications (AX, Oracle, SAP)

Experience with receiving duties

Experience in executive and administrative support

May consider an equivalent of education and experience

Authorization to work in the United States indefinitely without restriction or sponsorship

Abilities and/or Skills (BMQ):

Good organization and documentation skills

Good communication and interpersonal skills

Proficiency with business applications and software

Demonstrated ability to adopt new skills independently

Understands the requirement and maintains confidential information.

Requires an attention to detail, strong work ethic and sense of urgency

Proficient with Microsoft Office applications (Outlook, Word, Excel, PowerPoint)

Ability to read, write, and interpret documents

Ability to perform mathematical calculations, statistical analyses, and data interpretation

Ability to multitask with organization and manage time effectively

Ability to identify and solve practical problems; troubleshooting skills

Ability to work in a laboratory setting, according to the physical requirements of a laboratory role

Above average oral and written communication skills

Demonstrates a positive attitude, capacity for team environment, and exhibits a genuine interest in drug discovery in support of advancing human health

Preferred Abilities and/or Skills:

Experience in financial account receivables, collections, managing client accounts

Experience with quality system management, archival and document control

Experience with event planning and executive assistant functions

Experience in laboratory setting

Experience with shipping procedures and regulations

Essential Duties and Responsibilities:

Provides general administrative support to lab operations team and management team.

Supports on site business functions for lab operations including but not limited to receiving, supplier/vendor tasks, centralized ordering for both buildings, creating and maintaining kitchen and office inventory, and supporting on-site visitors

Organizes, files and ensures archival of business critical documentation, including but not limited to employee training files, equipment files, study documentation and business contracts

Utilizes company golf cart to transport business critical items around Eurofins Discovery campus

Ensures confidentiality regarding employees, clients, or vendors except as authorized by corporate officials or as approved in writing by the Accounting Manager, or designate.

Operates a personal computer in an efficient and accurate manner with the company provided software programs that includes AX, Great Plains Accounting, Coupa, Word, Excel, and others as required. Uses an array of business software applications (e.g., Word, PowerPoint and Excel)

Greets visitors and provides visitor badges; follows proper sign in/out procedures

Receives sorts and forwards incoming mail and assists with photocopying, faxing, filing and collating. Responsible for postage meter/scale and postmarking outgoing mail

Schedules and organizes complex activities for employees and/or visitors such as meetings, travel, conferences, hotels, airport transportation, lunches, dinners, meeting invites and collecting RSVPs. Secures appropriate Visas and passports for travel of executives

Types and designs general correspondence for site events, memos, charts, graphs, business plans, etc.; and proofreads for spelling, grammar and layout, making appropriate changes; responsible for accuracy and clarity

Ensures office, conference rooms, kitchen and common areas are functional and meets standards for organization, appearance, and hygiene at both buildings

Maintains inventory for kitchen and office supplies placing necessary orders to replenish, stock and keep clean and organized

Maintains office machines such as phones, television monitors, fax, copier, and scanner. Organizes service when needed; ensures paper and toners are available for general use

Responsible for providing secretarial and administrative support to the management team including managing their calendars and establishing online teleconferences

Supports travel booking and submits expense report into Concur for Admin expenses and Sr. Management expense reporting and reimbursement

Applies and demonstrates proficiency in ERP and LIMS programs, to include purchasing, inventory management and compound management applications

Accountable for ensuring unit procurement processes are completed from requisition through receiving and general ledger account assignments... Receives and audits purchase requisitions within purchasing software.

Prepares purchase orders, standing orders, and service contracts for office and laboratory needs

Accountable for financial responsibility in supply chain management. Sources products through most cost-effective vendors when possible, and serves as liaison between lab personnel and vendor for ordering issues such as pricing, backorders, or defective materials

Completes new vendor request forms and coordinates new vendor requests with NSC and maintains the approved supplier list

Assist in supporting internal and external communication regarding handling and shipping of samples

Assist in supporting preparation, packaging, and shipping of outgoing samples, supplies and products. Support shipping vendors and import/export requirements through provision of required documentation and communication in accordance with IATA and DOT regulations.

Provides cross-functional support to other departments as required

Adheres to site environmental health and safety (EHS) requirements

Performs work in an office and laboratory setting, meeting the physical job requirements of role

Demonstrates proficiency with, care and maintenance of lab equipment and department assets

Works effectively in a team environment, under minimum direction, to achieve business production, project timelines, and quality objectives

Completes required training and supports 100% of Employee Health and Safety requirements

Conducts responsible use of confidential IT and business systems, as required

Adheres to department SOP's and documentation requirements, maintains accurate data management and reporting

Supports unit goals and demonstrates Eurofins' competencies, as defined in the job plan

Provides training to colleagues and external end users, when required

Adjusts work hours and provides cross-functional support to other departments, as required, and maintains accountability in delivering to client needs/timelines

Routinely communicates project updates to internal and external clients and performs other duties, as assigned

Demonstrates and promotes the company vision

Regular attendance and punctuality

Applies GMP/GLP in all areas of responsibility, as appropriate

Performs other duties as assigned

Additional Information

Excellent full time benefits including comprehensive medical coverage, dental, and vision options

Life and disability insurance

401(k) with company match

Paid vacation and holidays

Applicants must be authorized to work for ANY US employer. We are unable to sponsor or take over sponsorship of an employment Visa at this time

Eurofins Viracor BioPharma Services are committed to promoting an equal employment opportunity workplace environment and is an equal opportunity employer. It is the policy of the Company that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, citizenship, pregnancy, genetic information (GINA), disability, military and/or veteran status, and/or any other status protected by applicable Federal, state, or local law. The Company’s policy is to recruit, hire, train, promote and administer all employment-related matters on the basis of an individual's qualifications, abilities and efforts without regard to protected status.

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