Operations Coordinator United Kingdom

2 weeks ago

Leatherhead, United Kingdom Incyte Corporation Full time

**Duties and Responsibilities**

**Office Management**:

- Coordinating with the business centre for ordering equipment, equipment repairs and upgrades and monitoring office supplies
- Implementing and managing local supplier contracts (i.e. mobile phones, car leasing company )
- Managing buying exercises e.g. stationery to ensure competitive rates with leading suppliers
- Developing and implementing office procedures and policies including records management and retention
- Managing day to day activities, diary co-ordination and management including booking meeting rooms etc. where required; scheduling business meetings internal & external
- Arranging and co-ordinating major external events such as congress participations including logistics for external customers
- Routing travel and meeting arrangements
- Meet and greet visitors

**Financial activities**:

- Basic accounting activities: managing invoices, basic book-keeping, and updating local control spread sheets
- Vendor management - creating new vendors and managing the PO process through the electronic system
- Receives, processes, and tracks all bills and expense reimbursements
- Manages tracks and records payments to Health Care Professionals (HCP)
- Undertake supplier and client invoicing and billing and payments in coordination with an accounting firm
- Updating financial dashboards and assist in the preparation of monthly financial reports
- Interactions with the Financial group at INCYTE EU Headquarter

**HR activities**:

- Assisting with monthly payroll/liaising with payroll provider
- Processing all personnel information (managing expense reports processes, absence and holiday reporting) and ensuring all required documentation is in place
- Coordinate with relocation consultants to set up orientation visits and assist in permanent relocations as needed

**IT activities**
- Coordinate with IT INCYTE, and in coordination with the IT group, interact with IT suppliers to ensure seamless IT services

**Legal activities**
- Interact with third parties e.g., regulatory authorities, payroll administrator, vendors, insurance broker etc. in coordination with INCYTE Europe Legal/Finance/HR.
- Support corporate and industry regulations compliance activities and projects including development and archiving of external parties contracts (such as consulting agreements with physicians and service agreements), public disclosures and corporate housekeeping in coordination with INCYTE Europe Legal

**Commercial activities**
- Supporting the development and approval of materials required to support the activities of field personnel through the approved process/system
- Managing the printing, storage, distribution and withdrawal of approved materials
- Contribute positively to a strong culture of business integrity and ethics
- Act within compliance and legal requirements as well as within company guidelines

**Requirements**:

- Commercial education with a minimum of 5 years administrative experience
- Proficient user of MS Office package and finance software (SAP/Oracle)
- Service-oriented and problem solving skills with the ability to work independently and anticipate challenges.
- Excellent communication, interpersonal and organizational skills
- Fluent in English. Other European languages e.g. French/Italian/German would be an advantage
- We are looking for an energetic, enthusiastic and flexible team player with a professional appearance.
- Ideally experience of working in the Pharmaceutical Industry who has a good knowledge of the area/business and who knows where to “go to” would be an advantage

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