Dohmen Life Science Services

Office Manager

US-CO-Wheat Ridge
Job ID
2017-1754
# of Openings
1
Category
Administrative/Clerical

Overview

OUR COMPANY

Since 1858, Dohmen has been driven by the desire to get safe and effective treatments and cures to the people that need them most.  As entrepreneurs, we’ve looked for new and better ways of doing this year after year. Today, as Dohmen Life Science Services, we bring the industry’s most comprehensive service array to Medical Device, Biotech and Pharmaceutical entrepreneurs, helping them get farther faster and keeping them focused on innovations that improve lives. 

 

Our behavior is guided by five simple values –

Caring: We are empathetic and respectful.  We ask “how can I help you”

Committed: We are dedicated and persistent.  We ask “how can I make it happen”

Creative: We are inventive and imaginative. We ask “how can I do it better”

Collaborative: We are cooperative and share our knowledge. We ask “how can we achieve success” 

Courageous: We’re willing to risk failure over inaction. We ask “how can I challenge myself”

This perspective defines us. How we act, how we do business, how we work with our clients and how we work with each other. They are the essence of what makes us successful. They are what set us apart. 

 

 

 


 

 

 

 

 

Responsibilities

THE POSITION

The most important aspect of this position is to support the day-to-day site operations, including payroll and client invoicing.  This position serves as a resource for the team’s executives and other support staff and provides support for new executive initiatives

 

 

POSITION SUCCESS FACTORS

  • Work independently, make and justify proper business decisions
  • Work as a member of a team
  • Ability to communicate and interact with individuals across all levels of the organization
  • Ability to manage multiple tasks/projects and deliverables in a timely fashion
  • Follow established SOP’s, WI’s, and verbal instructions
  • Be proactive and take initiative; perceive needs of the team and take action.
  • Ability to adapt to change and respond quickly
  • Maintain strict confidentiality in performing duties

ESSENTIAL FUNCTIONS

  • Execute/manage site weekly and monthly payroll and client invoicing processes, including communication to Finance.
  • Execute/manage monthly reconciliation of Corporate Travel Expenses and communication to Finance.
  • Execute/manage monthly Consulting Hours Reporting process, including resolution of issues with Project Management Organization (PMO) as necessary.
  • Execute/manage monthly detailed Outsource Services Invoice Reporting process, including resolution of issues with appropriate team members, and communication to Finance.
  • Assist with tracking of accounts receivable, if requested.
  • Execute/manage client Execute/manage site accounts payable process, including reconciliation of vendor invoices and subsequent communication to Finance.
  • Manage day-to-day site operations, inventory, procurement and replenishment of supplies (office, janitorial, and warehouse).
  • Manage warehouse operations as necessary.
  • Support Executive Assistant with overall facility maintenance (HVAC, Plumbing, Electrical, Security, etc.).
  • Serve as one of the site’s Super Users for Salesforce.com.
  • Support Executive Assistant with coordination of office equipment maintenance schedule and emergency repairs.
  • Support executive and new business unit initiatives.
  • Coordination of new hire on-boarding process: Ensure new employees are assigned a work space before their first day, coordinating IT systems and equipment set up (computers, monitors, phone), scheduling of new hire orientation session with corporate HR Helpdesk.
  • Preparation of new hire packets including new hire information, documents and forms to be completed.
  • Produce business correspondence such as Outsource Services Agreements, Contracts, and other client documents and ensure grammar, spelling and punctuation is correct, professional and information is accurate.
  • Execute/manage coverage for all incoming calls on the site main line.
  • Respond timely and professionally to client queries via phone, email and general correspondence.
  • Follow established policies and procedures for office operations, file classification and record retention (onsite and offsite).
  • Create and maintain departmental records; gather information, track documents, create and maintain traditional and electronic records and files.
  • Provide backup and cross-training for other administrative staff when required.
  • All other duties as assigned.


Qualifications

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

The requirements listed below are representative of the knowledge, skill and/or ability required.

  • Associates degree (or equivalent), preferred
  • 5-8 years of experience in an Executive Assistant/Office Manager role, in regulated industry.
  • Completion of office procedures coursework combined with financial and administrative experience (certification of course completion is preferred, but proven work experience in the field is acceptable).
  • Previous experience in the pharmaceutical industry is a plus
  • Proficiency in Microsoft Office Suite applications (Word, Excel, PowerPoint and Outlook)
  • Experience using accounting tracking software (Bill Quick, Quick Books), preferred
  • Ability to prioritize work load and deal with changing priorities.
  • Excellent organizational skills
  • Ability to problem solve
  • Ability to work as a member of a team
  • Strong decision making ability.

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