Office Manager

The overall purpose and main responsibilities are listed below:

Support CHC Science CoE – Global Medical & Commercial Services leadership team and associates in all processes associated with HR, Finance, Events, Procurement, Employee engagements etc.

People: CHC Science CoE – Global Leadership Team, HR, Global stakeholders, and team associates.

Performance: 1) Work closely with CHC Science CoE Leaderships and the teams in all processes associated with HR, Finance, Procurement, Employee engagement. 2) Event Management - Coordination of Events - Offsite meetings and LT teams quarterly meetings and other major event arrangements. To obtain required approvals from Procurement and Finance (end to end) 3) PR/PO creation for Science CoE team activities and it’s end to end closure by abiding Procurement policies. 4)Admin support to Science CoE Teams. 5) Payments of Open access fees for journals, liaising with writers/external and internal Key Opinion Leaders, abstract submission payments and poster printing payments for congresses ensuring timelines are met. 5) Facilitating the purchase of copyrights for figures/tables for scientific articles by co-ordinating with internal writers/stakeholders and external copyright  clearance centres and publishers.

Process: 1) Support LT team and to Co-ordinate for team level cross initiatives on a needed basis. 2) To organize LT team-wise quarterly/half yearly business review F2F meetings. 3) Coordination with various departments such as Finance, Procurement, India Security Team, Admin & facility Team, HSE, Medical Team & HR for all Science CoE related engagements. 4) HR support for scheduling employee events & activities whenever it’s needed. 5) Support to Global stakeholders visit – To send Invitation letters and other required documents for visa purpose. To ensure Global visitors accommodation arrangements and local travel in India. 6) Responsible for event management - coordination starting from venue finalization, negotiation of rate proposals with various hotels and vendors as per the approved budget, Coordination with Hotel event management team till the last day of the event and to ensure it’s grand success. Responsible to ensure Procurement & Finance approvals for various activities/events. 7) Responsible for timely creation of PO & GRN and it’s timely closing Onboarding new vendors as per the business requirement. To ensure proper invoicing by the vendor and timely submission of bills to Finance and to ensure timely payment to vendors. 8) To give Admin support to Team’s various initiatives & activities. Act as a point of contact and coordination with various departments at Sanofi CHC Head Office, Mumbai to resolve teams pending issues/queries and to ensure resolution. 9) Management of DLs- complete responsible for creation & maintaining all E-mail Distribution lists for Science CoE teams. To ensure Timely updation of DLs with new joiners names and deletion of resigned employees. To ensure Science CoE Yammer page community list updation upon new joiners announcements and as per the attritions.

Stakeholder: Maintain effective coordination and interaction with Science CoE teams internal & external stakeholders within the allocated Global business unit and product – with an end objective to provide desired outputs and find solutions as per requirement. Builds and maintains solid partnerships with assigned internal and external stakeholders to better develop, coordinate, direct, and facilitate support and to ensure proper communications.

About you 

• Experience: Strong experience of more than 10years in co-ordination with event management and administrative activities.
• Soft skills: Team player, proactive & Multitasking, Works towards high standards of accuracy and efficiency. Adaptability, Problem-Solving, Customer Service, tactful and good organizational skill. Establishes rapport easily with team associates. Committed to provide excellent customer service. Ability to handle priorities and has effective coping strategies. Accepts accountability for results. Able to work under pressure and successfully deal with competing demands while maintaining complete confidentiality. Exceptional interpersonal skills.
• Technical skills: Stakeholder Management, Project Management Computer proficiency - Microsoft Office Suite including word, PowerPoint and Outlook, Time management, Good Oral & written communication skills.
• Education: Bachelor’s degree (Preferably in Pharma/biological sciences)
• Languages: Excellent knowledge of English language (spoken and written)