Kelly Services has teamed up with a Bio-Pharmaceutical company in Seattle WA and seeking a Administrative Coordinator.
Typical Daily Work Hours = Mon-Fri, 40 Hrs/Wk, 7:30am to 4:30pm
Weekend & OT work = Sometimes Required
100% onsite work
Under the direction of supervisors, will be responsible for providing administrative support, as well as general clerical/secretarial support to the team. Support would be 1/3 contracts, 1/3 administrative, 1/3 catering/large meetings coordination. In addition, will input and track contracts and related invoicing. Ability to be a team player, to multi-task and prioritize, and strong interpersonal skills are critical requirements.
Responsibilities will include, but are not limited to, the following:
-Manage the submission and tracking of contract requests, for example, MTAs, CDAs, Service agreements, etc. including related billing.
-Assist in PO requests and reconciling receiving invoices in the Oracle (contracting, procurement) and Basware invoicing systems as needed.
-Facilitate contract completion by gathering signatures and filing of completed documents. Approximately 30% of time will be allocated to these responsibilities.
-Coordinate and schedule group meetings, plan and coordinate on-site meeting logistics as needed. Includes catering orders, meeting/catering set-up and clean-up.
-Management of conference room calendars for various meetings especially ones located at Eastlake site.
-Coordinate with the shipping and receiving department regarding outgoing and incoming packages via FedEx, UPS, USPS, as directed.
-Work closely with IT and AV to insure conference rooms are operating well and meeting set-ups (AV, WebEx, room computer, projectors, etc.) are correctly implemented.
-Provide administrative support to Directors with scheduling domestic and international travel and expense reports via Concur; schedule internal and external meetings (i.e. collaborators, seminars, etc.). Provide limited support for their respective teams as needed/directed.
General Office Management:
-Assist with insuring new hires joining team have what they need and are provided the equipment and information needed.
-Distribute schwag to new staff as needed.
-Maintain team's site documents such as phone list, directions, processes and procedures.
-Facilitate and manage staff team building and holiday events with direction from Executive Assistant, including location and catering.
-Ordering office supplies and other needed items through internal web portal or external sources.
-Ability to utilize online options to find necessary items.
-Perform other related duties as required.
3-5 years of experience (prefer some executive level of support)
A background in scientific contracting and/or scientific training would be of benefit but is not mandatory.
Experience with Oracle eBusiness suite, Quickbase or other contract, procurement, invoicing and vendor databases would be an asset but is not mandatory.
Advanced PC Skills are a must. Includes: MS Outlook, Word, PowerPoint, and Excel. Some Sharepoint experience is a plus.
Excellent calendar management skills, including the coordination of complex meetings schedules.
Ability to work independently and a team player, as certain responsibilities will be shared.
Superior organizational skills, and a reputation as an open, available and transparent communicator.
Has a solutions-oriented approach to work with a high level of problem-solving capability. Takes initiative, when appropriate, to get tasks/projects completed in a quick and timely manner.
Biotech industry background and some college studies or degree preferred.
Ability to work in open office environment, physically able to lift 15 pounds and move between multiple floors (stairs or elevators).
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Complex Problem Solving