Site Operations Office Coordinator

6 days ago

Boston, United States Lilly Full time

At Lilly, we unite caring with discovery to make life better for people around the world. We are a global healthcare leader headquartered in Indianapolis, Indiana. Our employees around the world work to discover and bring life-changing medicines to those who need them, improve the understanding and management of disease, and give back to our communities through philanthropy and volunteerism. We give our best effort to our work, and we put people first. We’re looking for people who are determined to make life better for people around the world.

Job Description

Job Title: Site Operations Office Coordinator

Functional Area: Facilities Engineering and HSE

Job Overview:

We are looking for an energetic, engaged and organized Site Operations Office Coordinator to be the first impression in our Boston Harborside site. The ideal candidate will be entrepreneurial, result-oriented, hospitality-focused, professional and a team player. Strong organizational, time-management, communication, collaboration, adaptability, interpersonal, and multi-tasking skills are essential. The main responsibilities will include supporting our dynamic office space, and providing administrative tasks to ensure a positive, cordial, and welcoming environment. This is an in-person position and on-site position located at the Akouos /Lilly Harborside site in Boston.

The core work hours are (Monday – Friday from 7:30 AM – 4:00 PM) with availability to work outside of core business hours as needed.

Duties and Responsibilities:
  • Oversee guest experience by being the point of contact for all visitors and office logistics.
  • Promptly greet and announce visitors in a friendly and business-like manner.
  • Manage visitor experience and maintain visitor logs for security and access control.
  • Ensure timely documentation of site visitors’ entries and departures for security.
  • Assist with badge issuance and submitting badges for security and access control.
  • In collaboration with facilities and Building Management Group, manage Akouos/Lilly employees and guest parking activities.
  • Assist with fielding employee site requests.
  • Report on general office maintenance issues to Facilities Operations management
  • Assist Facilities Operations management with various tasks supporting projects.
  • Assist Facilities Operations management with onboarding vendors/contractors and ensuring approval for site projects.
  • Responsible for ordering kitchen supplies, stocking cabinets and fridge.
  • Support Executive Assistants with administrative tasks and projects as needed.
  • Coordinate and support weekly catering requests for lunches and office events.
  • Assist HR and Operations teams in the planning and coordinating of company-wide activities and offsite events as needed.
  • Maintain company calendar of events, trainings, and holidays.
  • Assist HR with interview coordination and onboarding tasks as needed.
  • Responsible for sorting, screening, and distributing incoming and outgoing mail.
  • Maintain a clean, safe, comfortable office environment, organized reception desk and front lobby area.
Basic Qualifications:
  • High school diploma, Associate or bachelor’s degree.
  • A minimum of 2 years of administrative or related experience required.
Additional Skills/Preferences:
  • Advanced training or administrative certification a plus.
  • Ability to exercise independent discretion and/or judgment and handle sensitive and confidential information.
  • Strong written and verbal communication skills. meticulous attention to detail.
  • Proficiency with Microsoft Office (Outlook, Excel, Word, and PowerPoint) Experience with Adobe Suite programs is a plus.
  • Highly organized, detail-oriented with exceptional follow-up abilities
  • Upbeat and positive attitude, with a willingness to always go above and beyond.
  • Ability to interact and work with diverse in a professional and helpful manner.
  • Strong organizational and communication skills including, but not limited to, calendar and email management and the ability to prioritize tasks as needed; Ability to follow up and complete tasks.
  • Ability to be proactive and take initiative in daily responsibilities and tasks.
  • Able to operate in a fast-paced professional office environment; handle or operate.
  • Ability to prioritize, balance multiple tasks, resolve issues, and work under pressure.

Eli Lilly and Company, Lilly USA, LLC and our wholly owned subsidiaries (collectively “Lilly”) are committed to help individuals with disabilities to participate in the workforce and ensure equal opportunity to compete for jobs. If you require an accommodation to submit a resume for positions at Lilly, please email Lilly Human Resources ( Lilly_Recruiting_Compliance@lists.lilly.com ) for further assistance. Please note This email address is intended for use only to request an accommodation as part of the application process. Any other correspondence will not receive a response.

Lilly is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.

Our employee resource groups (ERGs) offer strong support networks for their members and help our company develop talented individuals for future leadership roles. Our current groups include: Africa, Middle East, Central Asia Network, African American Network, Chinese Culture Network, Early Career Professionals, Japanese International Leadership Network (JILN), Lilly India Network, Organization of Latinos at Lilly, PRIDE (LGBTQ + Allies), Veterans Leadership Network, Women’s Network, Working and Living with Disabilities. Learn more about all of our groups.

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