Site Operations & Front Desk Coordinator

Planet Pharma; San Diego (CA); On-site; USD 40,000 - 60,000; Full time

Job summary

A pharmaceutical company in San Diego is seeking a Site Operations & Front Desk Coordinator to provide administrative support and reception duties. The candidate will manage front desk operations, coordinate with security and vendors, and assist with compliance and logistics. Ideal candidates will have a High School diploma and at least 3 years of relevant experience, ideally in Pharma or Biotech. Attention to detail and strong organizational skills are essential. This is a full-time position with potential for overtime.

Qualifications

• Minimum of 3 years of relevant experience, preferably in Pharma or Biotech.
• Willingness to provide overtime support after hours and on weekends.
• Strong attention to safety.

Responsibilities

• Provide front desk reception coverage for normal business hours.
• Coordinate site activities with security officers.
• Maintain the Site Operations department SharePoint page.
• Order and maintain office supply inventory.

Skills

Organizational skills

Administrative ability

Effective communication

Attention to detail

Safety awareness

Education

High School diploma

Tools

SharePoint

iLobby

Brivo

Alert Media

Job description

Site Operations & Front Desk Coordinator

POSITION SUMMARY:

The Site Operations Coordinator will provide administrative, general and technical labor support for Facilities, EHS, Security, and Warehouse functions. This position will also be required to perform Front Desk reception duties as needed, up to 5 days a week.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide front desk reception coverage for normal business hours including opening and closing duties.
• Interface daily with site security officers to coordinate site activities and information.
• Greet all clients, vendors, reps, candidates, etc., with a high level of professionalism and service.
• Preregister and check in visitors using iLobby system.
• Issue and control site access badges as needed using Brivo system.
• Assist with daily mail dissemination, both incoming and outgoing.
• Serve as the main point of contact for facility related vendors.
• Serve as main point of contact for property management work tickets and coordination of landlord sponsored site work.
• Coordinate the company owned building equipment maintenance schedule for facilities.
• Maintain EHS compliance calendar activities and schedule EHS support activities.
• Schedule departmental meetings and activities as needed.
• Assist in coordination of site events and catering.
• Oversee the upkeep of the front lobby and reception area.
• Maintain the Site Operations department SharePoint page.
• Assist in maintaining emergency management notification software using Alert Media software.
• Assist in assigning employee seating using Office Space software.
• Order, receive, and stock office supply inventory.
• Organize and maintain storage and warehouse spaces throughout the campus.
• Support laboratory and site safety programs as needed.

ADDITIONAL FUNCTIONS AND RESPONSIBILITIES:

• Other duties, as assigned

EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES:

• Minimum of a High School diploma with minimum of 3 years of relevant experience. Previous Pharma and/or Biotech experience a plus
• Willingness and ability to provide occasional overtime support after-hours and on weekends (e.g. be listed on the Site Operations after-hours contact list)
• Proven administrative ability and workflow management
• Strong organizational skills with attention to detail
• Effectively communicate within a group and individually
• Ability to work collaboratively with multi-disciplinary groups in a fast-paced work environment
• Strong attention to safety

TECHNICAL KNOWLEDGE REQUIRED:

• Equipment: PC, scanners, copy machines, voicemail and e-mail systems, and common office machines
• Additional Specialized Software (experience a plus, training provided): SharePoint, iLobby, Brivo, Eagle Eye, Office Space, Alert Media

INTERNAL AND EXTERNAL RELATIONSHIPS:

• Site Operations is a support service
• Internally, this individual will work with personnel from Facilities, Lab Operations, EHS, Site Security, Shipping & Receiving, and Purchasing, and may also communicate between other non-regional Corporate and site personnel
• Externally, this individual will build and maintain new and current vendor services relationships
• This position will occasionally encounter regulatory inspectors