Administrative Assistant/ Receptionist

Today, Lonza is a global leader in life sciences operating across three continents.

While we work in science, there’s no magic formula to how we do it.

Our greatest scientific solution is talented people working together, devising ideas that help businesses to help people.

In exchange, we let our people own their careers.

Their ideas, big and small, genuinely improve the world.

And that’s the kind of work we want to be part of.

The Administrative Assistant / Receptionist will provide support to the GBSO Facilities & Local Sourcing Manager in all the Administrative and FTZ tasks, relations with vendors, customer service, appropriate controls of the Facilities budget usage and KPI’S improvement and efficiencies to benefit the GBSO operational cost.

Also this position supports the Site Leader & HR Manager in administrative needs they have.

Key responsibilities:



* Work, plan, organize and coordinate special projects & FTZ to support the administrative area.
+ Support the Managers and Site Director on the administrative tasks, expense reports, interviews, meetings logistics, travel itineraries and agendas.
+ Follow up on Reception tasks, visitors, office supplies, call attendance and reports.
+ Support with the office inventories, and all required purchases for the site.
+ Logistics activities related to the Lonza Costa Rican Committees.
+ Visitors Space accommodations and transportation.
+ FTZ Translation of DUA’S & Coordinate with Expeditors on imports and delivery times.
+ Create and Maintain the Operations Book for the GBSO.
+ Support HR Department on the Insurance for the employees forms and follow up with the executive.


* Create all Blanket and required requisitions against budget:
+ Coordinate, organize, follow up and create the list of Blanket requisitions required periodicaly.
+ Follow up on the available funds per requisition through the creation of weekly reports of SAP and ask for more funds if required.



* Coordinate and sent all bills for payments & follow up on GBSO vendors who request for a payment not received with AP



* Assure the process established with the Operational Excellence (OE) department is accomplished & document thoroughly and track deviations


* Find trends in errors for input to Operational efficiency group



* Coordinate with the maintenance vendors for building repairs and household goods as well as keep the record of the KPI’S Facilities reports:



* Coordinate and Follow up on the Building Maintenances according to the Contract agreements and Facilities Maintenance Schedules


* Space Management & Cubicles Occupancy KPI’s report.


* Electricity Reports based on the Monthly Consumption. 


* Rent cost vs Market and Space Management Standards KPI’s.


* Employee Transportation KPI’s based on the Transportation Reports.

Key requirements:



* Advance...