Office Manager
Boehringer Ingelheim
Vietnam
9 ngày trước

Boehringer Ingelheim is one the fastest growing pharmaceutical companies in the South East Asia and South Korea (SEASK) region.

We are powered by a diverse workforce who creates value to our customers through our dynamic product portfolio. Moreover, we are recognized in the region as :

  • One of the top 10 pharma companies
  • A market leader in most of the therapeutic areas we play in for the Human Pharma business
  • The No. 1 company in the Animal Health business
  • Top Employer
  • We do take our employees’ development seriously and are committed to helping them grow through extensive development programs, career opportunities and a diverse and inclusive working environment.

    Are you looking to make a difference in your career? Please apply for the position below. Description :

    OFFICE MANAGER

  • Take care of the office management of HCMC and HN offices (HP + AH; central office receptions), the warehouse management (HP & AH;
  • document storage; promotional material storage; 3rd party and own product warehouses) as well as the company car fleet and parking lot management.

    ISEE

    Responsible to role out and implement the key processes within Infrastructure Safety Environmental Engineering (ISEE)& Security for (staff of) both offices (HN & HCMC), including :

  • Environmental Health & Safety
  • General Facility Services
  • ISEE Initiatives
  • Permit Management (building management permit)
  • Fleet Management (Safety)
  • As Local Security Officer to implement Security System and Program according to BI Security Principles and Measures in order to ensure appropriate level of security system to protect and secure both offices (HN & HCMC) and sites (e.

    g. warehouses) in Crisis Management and Site Security

    Both Positions will be reporting solid line to country and functional reporting to ISEE & Security Manager ROPU SEASK

    Duties & Responsibilities :

    Office Management

  • Manage a team (receptionists and cleaning staff) to support the office administration to ensure smooth operations in both HN and HCMC offices, including building management, cleaning and maintenance of office, cleaning and maintenance of pantry area, maintaining machines such as printers, copiers etc, booking of meeting rooms, stationaries and supplies, receiving delivered goods, car and motor bike parking, warehouse management, etc...
  • Manage / lead office moving / expansion / innovation.
  • Security

  • Security SOP implemented
  • Regular site security assessment (HN & HCMC offices; warehouses) based on updated security requirements
  • Participate as Local Security Officer in Security regular meeting
  • Security Incident Reporting well maintained
  • CAPA of security audit / inspection and assessment completed as time line
  • ISOS Travel Tracker Administrator responsible for the country
  • Reception process (HN, HCMC) aligned with ROPU SEASK
  • Attend Annual LSO Training
  • EHS program in HN & HCMC offices to be implemented
  • Safety Minute to be incorporated in all key events
  • Be Safe Programme and Newsletters to be incorporated
  • Office activities (HN & HCMC) to be conducted according to BI Safety Policy and guidelines
  • Monthly KPI Reporting :
  • a) Man hours

    b) Open Reporting of incidents & Accidents

  • Attend Monthly calls
  • Attend Annual EHS Training by ROPU SEASK
  • Conduct annual Safety Day promotional activities
  • Execution of risk assessments across EHS processes with active CAPA management
  • On time permit renewal
  • Permit Good Documentation Practice
  • List and renewal calendar of Permit available
  • Field Force Safety

  • Fleet Management SOP to be implemented
  • KPI of Zero Fatality reporting monthly
  • Annual Driving Safety Training
  • 3rd Party Warehouse & Contractors Management

  • Coordinate audit on supplier and 3rd-party warehouse in country with ISEE & Security Manager ROPU SEASK prior to contract renewal
  • Establish Permit-to-Work system in the office for services and maintenance
  • Infrastructure

  • Recycling programme to be incorporated in facility
  • Maintenance of all life saving equipment
  • Energy saving initiatives to be adopted in facility management
  • Responsible to manage Office asset and infrastructure documentation.
  • Responsible to ensure office renovation / refurbishment according to BI OCP guideline.
  • Real Estate Leases and Fit Out / Sale or Purchase
  • Consulted or be involved in transactions for lease of offices / labs and fit ISEE topics.
  • EHS & Security Committee

  • Set-up a EHS & Security Committee in the OPU
  • Conduct Safely & Security meetings in alternate months to update and discuss relevant issues / programs
  • Perform monthly safety inspection programs within the facilities / offices, and provide closure of observations
  • Requirements :

  • Degree / Diploma in BA or Engineering or EHS or Security Studies or equivalent or local regulation approved certifications, and / or
  • Relevant previous work experience (e.g. office manager, site security)
  • Living AAI, Launch & Lead, Easy & Effective, Clear & Compliant mindset
  • Responsible nature and possess a can do attitude
  • Possess a strong passion to work in tasks related to Safety & Security issues
  • Team player and ability to coordinate and work with different areas
  • Good listening skill, social perceptiveness, embracing team diversity
  • Good Communication skill, Oral Expression and Speech Clarity in English
  • Good Understanding of business process of sales and marketing, finance, and HR activities
  • Experience in working with local regulatory authorities in Safety & Security matters
  • Good understanding of best documentation practices and safe work practices
  • Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes good understanding of customer needs, meeting quality standards for services, and evaluation of customer satisfaction.
  • Who we are : At Boehringer Ingelheim we create value through innovation with one clear goal : to improve the lives of patients.

    We develop breakthrough therapies and innovative healthcare solutions in areas of unmet medical need for both humans and animals.

    As a family owned company, we focus on long term performance. We are powered by 50,000 employees globally who nurture a diverse, collaborative and inclusive culture.

    Learning and development for all employees is key, because your growth is our growth. Want to learn more? Visit boehringer-

    ingelheim.com and join us in our effort to make more health.

    If you have any question on the recruiting process, please contact :

    Human Pharma : Note to Recruitment Agencies : Boehringer Ingelheim (BI) does not accept candidate submissions from recruitment agencies that BI does not have existing contracts with.

    BI will not be responsible for payment of recruitment fees for the hiring of candidates whose resumes were submitted to BI employees or BI offices without BI’s prior permission.

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