Job Summary: Our corporate activities are growing rapidly, and we are currently seeking a full-time Office Services Coordinator to support our team and coordinate office services at our office in Madrid, and to provide remote support to our home based team in Portugal. This position will work in a team to accomplish tasks and projects that are instrumental to the company's success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.
Responsibilities:Coordinates facility renovation/improvement/relocation projects for the Madrid office.Creation and coordination of RFPs, project and vendor scheduling.Supports new vendor onboarding by assisting with the RFP process, obtaining favorable contract terms and facilitating review using established system and procedures.Coordinates inductions for new starters including office and parking allocations.Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds.Responsible for system administration and data management within our Facilities Management System (FMX), Space Management System (SpaceIQ), Department SharePoint Site, Project trackers, Surveys and other systems as assigned.Manages multiple trackers within Excel and other systems in order to provide accurate and timely reporting to both Facilities and Finance management.Supports requests for information and data by HR, IT, Finance and other business units in partnership with Facilities Management.Under direction of the Finance function, support local invoice flow; responsible for receiving and managing incoming invoices using internal finance/invoice management systems when required.Supports external and internal meetings and events in the office in regards to space set-up, catering and other services as needed.Maintains detailed records, and maintains electronic work order system for tracking of Facilities issues and vendor performance. Escalates issues to manager in a timely and detailed manner to ensure proper conditions are maintained at all times.Coordination of our Health & Safety program for office and home based staff in Spain.Assists with creation of training guides, documents procedures and business practices to support overall department operations and process improvements.Reporting directly to the Regional Facilities Manager you will be responsible for other projects and responsibilities as assigned.Qualifications:Excellent knowledge of English language, spoken and written.5 years' experience in a Facilities/Workplace Services coordination or management role.High school diploma or equivalent required; Bachelor's degree preferred.Intermediate to advanced experience with Microsoft Office suite/software.Excellent customer service and office support/administration skills.Excellent written and verbal communication skills.Ability to work with cross-functional teams, supporting all areas of the business.Ability to work both independently and across a local and remote team.Travel: None
Medpace Overview:Medpace is a full-service clinical contract research organisation (CRO). We provide Phase I-IV clinical development services to the biotechnology, pharmaceutical and medical device industries. Our mission is to accelerate the global development of safe and effective medical therapeutics through its scientific and disciplined approach. We leverage local regulatory and therapeutic expertise across all major areas including oncology, cardiology, metabolic disease, endocrinology, central nervous system, anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, employing approximately 4,000 people across almost 40 countries.
Why Medpace?When you join Medpace, you become part of a team dedicated to supporting the development of ground-breaking drugs and devices. Our employees provide hope for those living with debilitating diseases. We invite you to be a part of something that is impacting millions of people around the globe while enjoying a competitive total compensation and benefits package and internal growth opportunities.
Awards:Medpace historically named a Top Cincinnati Workplace by the Cincinnati Enquirer.Recognized by Forbes as one of America's Best Mid-size Companies in 2021.Medpace ranks amongst top CROs for site ratings across all 10 important attributes including CRA training, preparation & organization, accessibility of staff, open communication, and ensuring timely drug availability.Continually recognized with CRO Leadership Awards from Life Science Leader magazine based on expertise, quality, capabilities, reliability, and compatibility.Ranked in the top 10 on the 2021 LinkedIn Top Companies list in Cincinnati.What to Expect Next:A member of our recruitment team will review your qualifications.
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