Manager, General Affairs

Mitsubishi Tanabe Pharma America, Inc.; Jersey City (NJ); On-site; USD 93,000 - 149,000; Full time

Job summary

An innovative firm is seeking a Manager of General Affairs to ensure the smooth operation of office environments. This role involves overseeing administrative tasks, managing staff, and coordinating office functions to foster a positive workplace. The ideal candidate will have extensive experience in facilities management and project oversight, demonstrating strong leadership and communication skills. You'll be part of a dynamic team dedicated to improving the treatment landscape for patients with serious diseases, contributing to a robust pipeline of investigational treatments. This is a fantastic opportunity to thrive in a supportive environment while making a meaningful impact.

Benefits

Medical and Dental Health Benefits

Short-term and Long-term Disability Plans

Company Paid Life Insurance

Generous PTO Policy

Critical Illness Insurance

Accident Insurance

Legal Plan

ID Theft Protection

Qualifications

• 5-7+ years of experience in Facilities Management or Office Management.
• Strong organizational and project management skills.
• Proven ability to maintain sensitive and confidential information.

Responsibilities

• Oversees office management functions and ensures a productive workplace.
• Supervises reception staff and manages office supplies.
• Processes invoices and manages office budget.

Skills

Office Administration

Facilities Management

Contract Management

Project Management

Interpersonal Skills

Communication Skills

Problem-Solving

Leadership Skills

Organizational Skills

Negotiation Skills

Education

Associate Degree in Office Administration

BA/BS Degree

Tools

MS Office (Word, Excel, PowerPoint)

HRIS Systems

Job description

Overview

Entrepreneurial Spirit, Rooted in Tradition. Mitsubishi Tanabe Pharma America, Inc. (MTPA) is a U.S. subsidiary of Mitsubishi Tanabe Pharma Corporation (MTPC) in Japan, which touts a storied reputation more than 300 years in the making. Our parent company - one of Japan’s most respected - is a research-driven pharmaceutical company that has tirelessly pursued medical breakthroughs with global reach. MTPC has discovered and produced several first-in-class medicines for serious diseases, including multiple sclerosis (MS), diabetes mellitus (DM), amyotrophic lateral sclerosis (ALS), and is currently developing medicines in Neurology in Parkinson’s (PD), Spinal Cord Injury (SCI), and in high unmet areas in Immunology and Oncology.

MTPA is rapidly expanding its operations across all functional areas. MTPA’s commitment to patients and their communities continues with a robust late-stage pipeline of investigational treatments for difficult-to-treat diseases and commercializing products with significant unmet medical needs in North American markets. In the United States, MTPA launched rare disease treatments including RADICAVA (edaravone) injectables in 2017 and RADICAVA (edaravone) oral suspension in 2022. The company handles research, clinical development, sales, marketing, medical affairs, supply chain, and business development functions. MTPA is dedicated to improving the treatment environment for those with debilitating diseases, researching on real-world evidence, and creating hope for all facing illness.

The Manager, General Affairs, provides broad facilities management and office management support across functions within MTPA. The Manager is responsible for the smooth and efficient operation of the office environment. This includes managing administrative tasks, overseeing office staff, and ensuring a positive and productive workplace. The incumbent administers a variety of general business programs, services, and events, and he/she manages related contract administration responsibilities. The incumbent also supervises the reception area staff and oversees the work of other ad-hoc temporary staff. Additionally, the Manager provides a range of administrative support for several functional areas, namely Human Resources (HR), Accounting, the President, Vice Presidents, and Directors.

Responsibilities

• Office Administration. Performs broad facilities management and office management functions:
  • Administers general business programs, services, and events that span across functional areas, support the broader business, and serve both employees and contractors alike.
  • Ensures an adequate, uninterrupted supply of office supplies for all areas through effective supply management practices.
  • Organizes maintenance companies to keep the office clean and safe and ensures its appliances are in good working order.
  • Acts as MTPA Fire Warden; oversees fire marshals and their training to ensure a strong fire safety culture.
  • Serves as Notary Public (NJ), notarizing documents as needed for multiple internal organizations.
  • Continually evaluates all program services, vendors and costs, researches new options, and proposes changes as appropriate to ensure company receives cost-effective and quality service.
  • Prepare and submit Occupational Safety and Health Administration (OSHA) reporting, as needed.
  • Provide oversight and support to the office facilities.

• Communication and Coordination:
  • Serves as a point of contact for internal and external communication relating to office operations.
  • Manages incoming and outgoing office mail and correspondence.
  • Organizes meetings, appointments, and events at the office or company-related events when necessary.
  • Leads discussions on the most efficient and effective office usage in collaboration with the direct manager and other MTPA departments, monitoring office attendance ratios.

• Staff Management. Supervises, oversees and motivates staff:
  • Directly supervises, trains, coaches and develops multiple receptionists to ensure effective interaction with employees, contractors and visitors.
  • Arranges for and oversees the work of contractors and temporary employees for short-term technical and administrative needs.

• Financial Administrations of Office Administration:
  • Processes invoices and payments.
  • Manages petty cash and expense reports.
  • Executes competitive bidding processes, negotiates, and/or oversees a wide variety of vendor contracts (e.g., company car purchases, hotels, limo services, cell phones, telephone calling cards, copiers, office and kitchen supplies, building maintenance, office party services/supplies, etc.)
  • Assists with budget preparation and tracking of office operations budget.
  • Provides broad support to Accounting/Administration Department and specifically the daily processing of General Accounts Payables, expense reports, etc.

• Other:
  • Enforces office policies and procedures.
  • Maintains a safe and welcoming office environment.
  • Supports Human Resources (HR) on various special programs and HR-led company events and activities as assigned.
  • Handles other administrative tasks as assigned.

Qualifications

• Associate Degree in Office Administration, Facilities Management, HR or a business curriculum.
• BA/BS degree is preferred.
• Minimum of 5-7+ years of related experience most likely gained in Facilities Management, Operations, Office Management or Human Resources roles.
• Preferred Notary Public (NJ)
• Experience should include contract management/administration for building services and supplies.
• Prior supervisory experience is also desired.
• Good organizational and project management skills; proven ability to plan and implement projects on-time and on-budget.
• Strong interpersonal, communication and negotiation skills.
• Highly responsive attitude complemented by good judgment; manages rapidly shifting situations and demands from multiple sources, prioritizing as needed.
• Proven ability to maintain sensitive and confidential information.
• Efficient ability to multitask and prioritize effectively.
• Proficient problem-solving and decision-making abilities.
• Effective leadership and supervisory skills. Able to influence at all levels up to and including executive-level staff.
• Good understanding of Accounts Payable.
• Strong skills in MS Office (Word, Excel, PowerPoint).
• Knowledge of HRIS systems is a plus. Physical Demands:
• Ability to sit or stand for long periods of time
• Manual dexterity required to operate office equipment, i.e. computers, phones, copy machine/printer
• Ability to carry, handle and reach for objects
• Ability to lift and pull up to 15 pounds
• Ability to work at our New Jersey Office a minimum of 2 to 3 days per week.

Our Value Proposition:

Enjoy the fast-moving, entrepreneurial spirit more typically found in a small biotech, complemented by the benefits of a global pharmaceutical/chemical conglomerate. At this time, Mitsubishi Tanabe Pharma America offers our employees unparalleled opportunities for career success coupled with a supportive level of employee benefits.

MTP provides a competitive benefits package inclusive of Medical and Dental health benefits, short-term and long-term disability plans, Company Paid and Supplemental Life insurance and additional voluntary benefits such as Critical Illness Insurance, Accident Insurance, Legal Plan, and ID Theft Protection. In addition, we provide a generous PTO policy based on tenure, commencing with 24 PTO days, pro-rated based on hire date.

The salary range for this position is $93,000 - $149,000. Factors such as scope and responsibilities of the position, candidate's work experience, education/training, job-related skills, internal peer equity, as well as market and business considerations may influence base pay offered. This salary may be subject to a geographic adjustment (according to a specific city and state and depending on the role), if an authorization is granted to work outside of the location listed in this posting.

This position is eligible to participate in our annual Short-Term Incentive (STI) program. Specific information about the plan including eligibility rules and target, will be furnished upon hire.