Administrative Assistant

Piramal Pharma Ltd; Bethlehem (Northampton County); On-site; USD 33,000 - 42,000; Full time

Job summary

Piramal Pharma Ltd, Bethlehem location, is seeking an Administrative Assistant to provide frontline office support at the 268 Corporate Office. You will greet visitors, manage calls and mail, and assist with shipping, documents, and inventories.

The role requires 2 years of administrative experience, strong Microsoft Office skills, and the ability to handle confidential information in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• Two years of administrative office experience preferred.
• Proficient with MS Office and able to maintain confidentiality.

Responsibilities

• Serve as the primary receptionist for the 268 Corporate Office, greeting visitors and directing vendors and guests.
• Manage general phone and email correspondence, including voicemail routing.
• Maintain and track temporary/contractor badges for the office.
• Prepare outgoing mail and shipments with carriers; handle packing and labeling.
• Perform general admin duties: filing, data entry, scanning, and faxing.
• Maintain inventory of promotional items for employee prizes and company initiatives.
• Coordinate cross-functional support for Sales, Operations, Supply Chain, Quality, HR, IT, Procurement, and Meetings.
• Create purchase requisitions and process invoices in SAP and related systems.
• Plan meetings, travel, and event logistics; arrange meals and transportation.

Skills

Critical thinking

Customer service

English communication

Time management

Education

High school diploma

Tools

SAP S/4HANA

SharePoint

MS Outlook

PowerPoint

Excel

Word

Internet research

Job description

Division

Piramal Critical Care (PCC), a business unit of Piramal Pharma, is the fourth-largest producer of inhaled anesthetics and a global player in hospital generics. We are motivated by our vision of commitment to delivering critical care solutions for patients and healthcare providers across the globe while achieving sustainable and profitable growth for all the stakeholders.

PCC maintains a wide presence across the US, Europe, and more than 100 countries across the globe. Its rich product portfolio includes Inhalation Anesthetics such as Sevoflurane, Isoflurane and Halothane as well as Intrathecal Baclofen therapy, for spasticity management.

PCC has a strong manufacturing and process development experience with wholly-owned, state-of-the-art manufacturing facilities in the United States and India, inspected periodically by the US FDA and the UK MHRA and other regulators. The strategic locations of our facilities help us supply high-quality products around the world, timely at optimal costs.

For more details, please visit https://www.piramalcriticalcare.com/global/

Job Title

Administrative Assistant

Job Description

Provides administration and office support to headquarters building.

Reception and Administrative Support

• Serve as the primary receptionist for the 268 Corporate Office, professionally greeting and directing visitors, vendors, contractors, candidates, and new hires.
• Manage general telephone and email correspondence, including monitoring the company voicemail and routing messages appropriately.
• Maintain and track temporary and contractor badges for the 268 Corporate Office.
• Distribute incoming mail and notify employees of package deliveries.
• Prepare outgoing mail and shipments, including USPS, FedEx, UPS, and DHL packages, documents, samples, and bulk mailings; prepare shipping labels, assist with resolving carrier issues, and maintain shipping supplies.
• Perform general administrative duties, including document preparation, word processing, electronic filing, scanning, data entry, and faxing.
• Maintain an organized inventory of vendor-provided promotional items and giveaways for use as employee prizes, gifts, and other company initiatives throughout the year.

Cross-Functional Administrative Support

• Sales: Coordinate ITT Sales Team tradeshow logistics, including attendee registrations, hotel accommodations, lead retrieval, booth displays, marketing material shipments, and cost tracking.
• Operations: Coordinate state license renewals, address changes, and updates to designated representatives; maintain state licensing records and work with third-party partners, including Cardinal Health.
• Supply Chain: Prepare cover letters and coordinate documentation for international customer shipments, including invoices provided by Finance and original Certificates of Analysis provided by Quality, to support customs clearance.
• Quality: Scan and maintain batch records, e-file compliance/training documents, and any other documents that may be needed for audits.
• Human Resources: Assist with scheduling employment interviews and support new-hire and termination processes, including badge access, cubicle nameplates, telephone extensions, employee lists, preparing new hire welcome bags, ordering business cards, and providing office tours.
• Information Technology: Maintain an organized inventory of designated in-house IT items; coordinate orders for IT equipment and accessories as requested; provide basic support for employee and visitor sign-in tablets; and update PowerPoint content for employee communication monitors.

Procurement and Financial Support

• Create purchase requisitions and process invoices in SAP and Kofax Process Director.
• Complete weekly reconciliations for designated American Express corporate credit cards.
• Coordinate office and kitchen/breakroom supply orders for the 268 Corporate Office and Warehouse.

Meetings, Travel, and Event Planning

• Order and coordinate lunches for meetings and events, including setup and cleanup as required.
• Assist with planning and coordinating employee engagement activities and company events, including Family Day, Holiday Parties, food drives, and similar initiatives.
• Coordinate hotel, transportation, and other logistical arrangements for employees and visitors as needed.

Office and Facilities Support

• Monitor and maintain common office, kitchen, and breakroom areas and coordinate service, repair, and maintenance requests for coffee machines, vending machines, water coolers, refrigerator water filters, and other related equipment.
• Report building maintenance issues, including leaks and repair needs, to the appropriate landlord or service provider and follow up as needed.
• Serve as the primary liaison with the contracted cleaning services vendor, communicating site concerns, service issues, and other cleaning-related needs and following up as necessary.

Training, Compliance, And Other Responsibilities

• Complete required Piramal Learning University, Compliance Wire/Ensure, and other assigned training.
• Maintain confidentiality and comply with applicable company policies, procedures, and administrative requirements.
• Perform other duties as assigned by corporate or site management.

Key Competencies

• Critical Thinking - using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Excellent customer service skills and professional demeanor at all times to interface effectively with all internal and external customers
• Excellent verbal and written English communication skills
• Energetic, enthusiastic and motivational disposition

Education / Experience

• High school diploma or GED required
• 2 years of administrative experience in an office setting - this is not a remote position.
• Ability to keep confidence and discreetly handle all business activities, as this position will cover for the Executive Assistant as needed
• Strong Microsoft Outlook Calendar, Word, PowerPoint, Excel, SharePoint, SAP S/4HANA, and internet research skills
• Possess the ability to work well with all levels of internal management and staff, as well as outside clients and vendors
• Flexible person with excellent interpersonal and communication skills, including excellent verbal and written English grammar
• Extraordinarily pleasant and positive personality
• Self-starter with the ability to learn and adapt