We are currently looking for an Office Coordinator to provide administrative and organisational assistance to the Commercial Operations team (Cluster Head Central & south, GM Germany,  marketing, sales and business operations team) and partly Medical Affairs Team at CSL Seqirus in Munich. Main accountabilities include: office supply and facilities support, meetings organisation,  contract/ confidentiality agreements coordination, support with procurement and finance related activities, administrative support with budget and cost tracking, support with travel arrangements, fleet management and support with the delivery of specific projects.

Key Responsbilties

Procurement and Finance: 

Close collaboration with the UK accountancy and procurement teams

Creating, optimization and monitoring of work processes

Raising and processing purchase requisitions and purchase orders (checking and approving of invoices)

Invoice tracking, routing and approval

Liaison with Procurement & Finance to ensure timely payment of Vendors

Liaison with Finance in reporting monthly accruals as agreed with cost centre manager

Track and Support with HCP payment disclosure

Events & Meeting organisation:

Work closely with the commercial team and provide support for required events

Internal meetings organisation: Logistics, catering, booking of meeting rooms

Vendor liaison in case of offsite meetings

Contracts and Outsourcing:

Work with Legal and/or Contracts and Outsourcing, when needed, to develop and execute consultant agreements, service level agreements, program schedules, and Confidential Disclosure Agreements;

Upload contracts in the Companion platform

Project & processes support

Support processes, help in simplifying processes and activities.

Find solutions for issues that can arise by engaging with colleagues and stakeholders in Germany, UK and in the international region  (IT, HR, accountancy, procurement etc).

Provide support as required with the execution of projects. Participate to project meetings, be proactive in identifying opportunities or challenges, support liaising with external agencies.

Agency/Supplier liaison

Storage and distributor agency & Mailing House to support marketing material distribution

General Administration & Office Management:

Support with administrative, travel, IT, telecommunications needs, and meeting requirements

Manage SharePoint sites (e.g., post/archive documents, ensure content is current and compliant with policies)

Purchasing of office material and general administration of office space (utilities, contact to suppliers)

Meet all compliance requirements in relation to travel, procurement and other office processes

Be key contact with the office landlord and manage the office rent contract execution

Manage office suppliers, ensure the office is all the time functional. with all needed supplies (stationary and kitchen)

Your Profile

High School Diploma or higher education (Mittlere Reife /Abitur or higher education)

3 years’ office management/administrative working experience

Microsoft Office package, including Excel, power point and Word skill

Efficient organisation, accuracy, time management and prioritisation

Independent support of all business processes

Critical and creative thinking skills

Generate and help implement constant improvements of processes and tools

Respecting deadlines, accurate task completion (Quality & detail focused)

Strong written & verbal communication skills

Flexible and dynamic

Service/customer minded sense of initiative

Team minded and collaborative with broader commercial / medical team

Fluency in German and English

Are you interested? We are looking forward to receiving your online application.

Our Benefits

CSL Seqirus is committed to attracting and retaining world-class employees who are valued for their contributions to achieving business objectives. Learn more about some of the benefits you can participate in when you join CSL Seqirus.

About CSL Seqirus CSL Seqirus is part of CSL Limited (ASX: CSL). As one of the largest influenza vaccine providers in the world, CSL Seqirus is a major contributor to the prevention of influenza globally and a transcontinental partner in pandemic preparedness. Learn more about CSL Seqirus.

We want Seqirus to reflect the world around us

As a global organisation with employees in 35+ countries, CSL embraces diversity and inclusion. Learn more about Diversity & Inclusion at CSL Seqirus.

Do work that matters at CSL Seqirus!

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