Office Manager

Purpose of the role:

The scope of the role is to ensure the smooth operation of the office, run the company´s reception, and collaborate across departments.

Office Management

• Managing reception, incoming and outgoing mail, and phone calls / 5 days presence in the office is required
• Handling processes in K2 (CR, PO, GR), scanning and forwarding invoices to accounting
• Recording incoming invoices and managing payment processes, including due date entries and filing invoices in binders
• Office administration (ordering all office supplies)
• Coordinating repairs and maintenance of office and kitchen equipment
• Responsibility for company phones and iPads (delivery, replacement, ordering)
• Managing and maintaining phone number records with T-Mobile
• Onboarding new employees and handling offboarding, including handover protocol records
• Responsible for collecting and forwarding pharmacovigilance reports to designated personnel
• Organizing congresses, cycle meetings, and assisting with travel arrangements for management (flights, accommodation, etc.), including expense reporting
• Ensuring office supplies and maintaining printing devices (toners, troubleshooting)
• Providing support for organizing meetings both in and outside the office
• Creating and recording contracts in ARIBA (iCap)
• Ordering business cards, company envelopes, etc.
• Arranging translations for management
• Maintaining IT equipment records in the IT spreadsheet
• Archiving – managing storage records, arranging transport, and locating documents when needed

Fleet Management

• Maintaining company vehicle records
• Ordering new vehicles, handling delivery and return of old vehicles, and providing necessary support
• Managing cost calculations and communication with suppliers
• Processing invoices, monitoring fuel consumption, and invoicing for service costs
• Arranging service, tire changes, and cleaning as needed for management
• Assisting in case of breakdowns or accidents, including reporting to ALD/ARVAL and required communication
• Providing vehicle-related documentation to HR for payroll purposes
• Processing fines and coordinating payroll deductions with HR
• Performing trips to service centers/tire service for management

Facility Management

• Liaising with the building manager to resolve issues related to office, parking, reception, access cards, etc.
• Coordinating with the cleaning company for problem resolution, ad-hoc cleaning (e.g., carpet cleaning), and invoice control

Knowledge & Experience:

• Minimum 2 years’ experience in a similar role, preferably in a multinational pharmaceutical company
• Demonstrated effectiveness as an individual contributor and efficient team collaborator
• Strong organizational skills, proactive initiative, responsibility, attention to detail, problem-solving abilities, and team spirit
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

Education / Certifications (essential):

• Ideal: University degree

Language(s) (essential):

• Native Czech or Slovak speaker required and fluency in English – written and spoken

Others:

• Active driving license type B
• Working from the office - 5 days/week