Office/Facility Coordinator

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Job description

At AstraZeneca's Oncology R&D division, we follow the science to explore and innovate. We are working towards treating, preventing, modifying, and even curing some of the world's most complex diseases. Here we have the potential to grow our pipeline and positively impact the lives of billions of patients around the world. We are committed to making a difference and have built our business around our passion for science. Now we are fusing data and technology with the latest scientific innovations to achieve the next wave of breakthroughs.

Position Summary

Neogene Therapeutics in Santa Monica is looking for an Office/Facility Coordinator to coordinate administration responsibilities, office procedures, and help maintain a secure and well-functioning work environment. Your job will be to check on appliances, furniture, office equipment, snacks, cleanliness of common areas and identify needs for repairs or replenish. You will also coordinate with external vendors, such as Coffee/Water/Copy Machine vendors to ensure upkeep and repair and conduct cost analyses when purchasing new systems or services. Your responsibilities will also include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. You have experience with a variety of office software (email tools, spreadsheets and databases) and be able to handle administrative responsibilities.

To be successful in this role, you are well-organized and able to prioritize multiple issues. You should also have knowledge of basic office equipment.

You'll help our employees, customers and guests get the most out of our facilities. Your role is to create a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

This role will report to the Sr. Director of Facilities and Engineering.

Responsibilities

Be the point person for office/facility coordinator responsibilities for 3 Buildings in Santa Monica including:

• Maintain office, breakroom, and kitchen equipment and furniture
• Manage mails, scanning, shipping and delivery
• Support Facilities team on administrative tasks including meeting minutes, action tracking for staff meetings
• Restock of snack, food, tableware and office supplies
• Coordinate meals and delivery for events
• Manage bills, errands, and performing shopping responsibilities for the site
• Schedule meetings, taking minutes and making appointments
• Organize the office layout and order stationery and equipment
• Maintain the office/breakroom/kitchen condition and arrange necessary repairs
• Partner with Facilities & EHS to maintain office policies
• Member of the Emergency Response Team to support safety
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid
• Manage contract and price negotiations with office vendors, service providers and office lease
• Manage office budget ensure accurate reporting
• Provide general support to visitors
• Support the onboarding process for new hires
• Coordinate seating arrangements and space planning for new hires
• Address employees queries regarding office management issues (e.g. stationery, seating, meeting rooms, and PC hardware)
• Partner with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences

Required Skills/Abilities

• Knowledge of office management responsibilities and systems
• Proficiency in MS Office, MS Outlook, Teams, Zoom
• Hands on experience with office machines (e.g. copier machines and printers)
• Familiarity with email scheduling tools
• Knowledge of facilities management operations
• Familiarity with office equipment and security systems
• Hands on experience with facilities management software is a plus
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• Understanding of safety regulations in offices
• Well-organized
• Sound judgement and the ability to think quickly during emergencies

Education and Experience

• High school diploma, GED, or equivalent
• 8+ Years with High School in an office and facility setting
• 4+ Years with BS/BA in an office and facility setting.
• Proficient with office software

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the responsibilities of this job, you are regularly required to:

• Sit and talk or hear.
• You are frequently required to use hands to finger, handle, or feel.
• You are occasionally required to stand, walk, and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus in order to read.
• The noise level in the work environment is usually moderate

When we put unexpected teams in the same room, we fuel bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform we need to connect, work at pace and challenge perceptions. That's why we work, on average, a minimum of three days per week from the office. But that doesn't mean we're not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.

The annual base salary for this position ranges from $51,738 to $64,673. However, base pay offered may vary depending on multiple individualized factors, including market location, job-related experience. If hired, employee will be in an "at-will position" and we reserve the right to modify base salary (and any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Benefits

• Short-term incentive bonus opportunity
• Equity-based long-term incentive program
• 401(k) plan
• Paid vacation and holidays; paid leaves
• Health benefits including medical, prescription drug, dental, and vision coverage.

DE&I Statement

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.

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