Office Coordinator - Lexington, MA

Pioneering trusted medical solutions to improve the lives we touch: Convatec is a global medical products and technologies company, focused on solutions for the management of chronic conditions, with leading positions in advanced wound care, ostomy care, continence care, and infusion care. With around 10,000 colleagues, we provide our products and services in almost 100 countries, united by a promise to be forever caring. Our solutions provide a range of benefits, from infection prevention and protection of at-risk skin, to improved patient outcomes and reduced care costs. Group revenues in 2022 were over $2 billion. The company is a constituent of the FTSE 100 Index (LSE:CTEC).

About the Role:

Convatec is seeking a professional Receptionist/Office Coordinator for our new Technology and Innovation Center in Lexington, Massachusetts. Reporting to the EHS and Facilities manager, the right candidate will be an integral part of a highly collaborative team with a unique opportunity to develop and implement processes that impact site culture. Ideal candidates will be proactive, have a positive attitude, and provide friendly and efficient support.

This is an onsite position with responsibility for interacting and assisting employees, vendors, and site visitors, as well as coordinating hospitality functions, facility operations, and providing general administrative support. Hospitality functions include professionally greeting/seating guests and ensuring readiness for high level in-office meetings.

This role is also responsible for the general upkeep of the offices space including conference rooms, kitchen and reception areas, specifically stocking the office and kitchen, and coordinating kitchen and office orders/deliveries.

The role will also include assisting with executive travel (e.g. blocking local accommodations for quarterly events), event planning and onboarding/offboarding tasks, as needed. Additional duties include arranging and accepting deliveries/courier services, facility specific finance/procurement responsibilities, and ad hoc administrative tasks.

Duties and Responsibilities:

• Greets employees, visitors, and guests and direct or escort them to the appropriate location, following proper security procedures.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items/Assists with outgoing mail, maintain supplies for small mail room.
• Assists guests in sign in/sign out procedures, manages and coordinates site access controls (e.g. badging) following facility access rules.
• Performs administrative and clerical support tasks.
• Maintain an office environment which is organized, clean, and efficient that is collegial and empathetic to office colleagues needs and requirements.
• Manage the tracking, ordering, and organization of office and kitchen supply inventory.
• Responsible for the organization, order, and cleanup of the weekly Lexington office lunch.
• Assist the executive team with other administrative duties as requested, including ensuring readiness for high level in-office meetings or meeting catering.
• Responsible for the general upkeep of the office space, including conference rooms, kitchen and reception area, specifically stocking the office and kitchen, coordinating kitchen and office orders and deliveries, and managing office equipment and vendors.
• Vendor relations/procurement related to facility account management needs.
• Assist in creating local on-boarding/offboarding process and key stakeholder in execution of actions related.
• Assist in tracking office related costs/minor budget planning.
• Assist in SAP administration, including vendor creation, purchase requisitions and order creations.
• Key contact with executive administrators or other internal stakeholders to organize visit details or assist with travel arrangements.
• Key stakeholder in site activity committee with responsibility for event planning, coordination, and overall execution of site events (e.g. End of Year/Holiday Party, Team building Events, Happy Hours).

Principal Contacts

• Internal: R&D Teams, EH&S/Facilities, Executive and Site leadership
• External: Vendors, Contractors, Suppliers

Language Skills Required : English

• Bachelor’s degree in a relevant field or comparable experience
• 1-2 years of professional experience in a receptionist or general administration role

Competencies:

• Must exude professionalism, courtesy, and strong customer focus.
• Time management skills. Ability to keep track of and execute multiple priorities.
• Ability to anticipate challenges/needs and address them proactively
• Solid computer skills including MS office suite
• Meticulous attention to detail.
• Strong organizational skills both in physical space (e.g. organizing efficient workspace) and with information (e.g. contracts, purchasing, etc.)
• Spirit of continuous improvement.
• Service-oriented mindset and strong collaborator.
• Drive to build new systems, processes, and be involved.

• This position requires onsite presence 5 days a week

• SAP/Enterprise Software systems and procurement experience is a plus

Our products make a big difference every day. So will your contribution. The work you do will mean more, because it'll make things better for your team, our business or our customers' lives. It'll inspire you to deliver to your very best.
And we'll be right behind you when you do.
This is a challenge more worthwhile.
This is work that'll move you.

#LI-AM1

#LI-Onsite

Beware of scams online or from individuals claiming to represent Convatec

A formal recruitment process is required for all our opportunities prior to any offer of employment. This will include an interview confirmed by an official Convatec email address.

If you receive a suspicious approach over social media, text message, email or phone call about recruitment at Convatec, do not disclose any personal information or pay any fees whatsoever. If you’re unsure, please contact us at careers@Convatec.com.

Equal opportunities

Convatec provides equal employment opportunities for all current employees and applicants for employment. This policy means that no one will be discriminated against because of race, religion, creed, color, national origin, nationality, citizenship, ancestry, sex, age, marital status, physical or mental disability, affectional or sexual orientation, gender identity, military or veteran status, genetic predisposing characteristics or any other basis prohibited by law.

Notice to Agency and Search Firm Representatives

Convatec is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Convatec employee by a third party agency and/or search firm without a valid written and signed search agreement, will become the sole property of Convatec. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.

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If you are an active employee at Convatec, please do not apply here. Go to the Career Worklet on your Workday home page and View "Convatec Internal Career Site - Find Jobs". Thank you!