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Operations Support Specialist

3 months ago

St Charles, United States Eurofins USA Discovery Services Full time

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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