Planet Pharma
Site Operations & Front Desk Coordinator
Planet Pharma, San Diego, California, United States, 92189
Job Description
POSITION SUMMARY: The Site Operations Coordinator will provide administrative, general and technical labor support for Facilities, EHS, Security, and Warehouse functions. This position will also be required to perform Front Desk reception duties as needed, up to 5 days a week.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: • Provide front desk reception coverage for normal business hours including opening and closing duties. As needed. • Interface daily with site security officers to coordinate site activities and information. • Greet all clients, vendors, reps, candidates, etc., with a high level of professionalism and service. • Preregister and check in visitors using iLobby system. • Issue and control site access badges as needed using Brivo system. • Assist with daily mail dissemination, both incoming and outgoing. • Serve as the main point of contact for facility related vendors. • Serve as main point of contact for property management work tickets and coordination of landlord sponsored site work. • Coordinate the company owned building equipment maintenance schedule for facilities. • Maintain EHS compliance calendar activities and schedule EHS support activities. • Schedule departmental meetings and activities as needed. • Assist in coordination of site events and catering. • Oversee the upkeep of the front lobby and reception area. • Maintain the Site Operations department SharePoint page. • Assist in maintaining emergency management notification software using Alert Media software. • Assist in assigning employee seating using Office Space software. • Order, receive, and stock office supply inventory. • Order shipping & receiving supplies. • Organize and maintain storage and warehouse spaces throughout the campus. • Support laboratory and site safety programs as needed.
ADDITIONAL FUNCTIONS AND RESPONSIBILITIES: • Other duties, as assigned
EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES: • Minimum of a High School diploma with minimum of 3 years of relevant experience. Previous Pharma and/or Biotech experience a plus • Willingness and ability to provide occasional overtime support after-hours and on weekends (e.g. be listed on the Site Operations after-hours contact list) • Proven administrative ability and workflow management • Strong organizational skills with attention to detail • Effectively communicate within a group and individually • Ability to work collaboratively with multi-disciplinary groups in a fast-paced work environment • Strong attention to safety
TECHNICAL KNOWLEDGE REQUIRED: • Equipment: PC, scanners, copy machines, voicemail and e-mail systems, and common office machines • General Software Knowledge: Windows, MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom • Additional Specialized Software (experience a plus, training provided): SharePoint, iLobby, Brivo, Eagle Eye, Office Space, Alert Media
INTERNAL AND EXTERNAL RELATIONSHIPS: • Site Operations is a support service • Internally, this individual will work with personnel from Facilities, Lab Operations, EHS, Site Security, Shipping & Receiving, and Purchasing, and may also communicate between other non-regional Corporate and site personnel • Externally, this individual will build and maintain new and current vendor services relationships • This position will occasionally encounter regulatory inspectors
EFFORT REQUIRED/ENVIRONMENTAL CONDITIONS: • Physical Activities: On a continuous basis, either sit at desk for a long period of time; intermittently answer telephone and write or use a keyboard to communicate through written means; walking within laboratories and between buildings; as well as lifting up to 30 lbs. will be required. The noise level in the work environment is usually low to moderate. The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and responsibilities. • Laboratory & Warehouse Activities: Experience, and/or willingness and ability to work within a laboratory and/or warehouse environment where hazardous materials are used and stored. Environmental, health and safety requirements apply, required training and PPE will be provided.
Pay Rate Range: $20-30/hr depending on experience
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it's from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
POSITION SUMMARY: The Site Operations Coordinator will provide administrative, general and technical labor support for Facilities, EHS, Security, and Warehouse functions. This position will also be required to perform Front Desk reception duties as needed, up to 5 days a week.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: • Provide front desk reception coverage for normal business hours including opening and closing duties. As needed. • Interface daily with site security officers to coordinate site activities and information. • Greet all clients, vendors, reps, candidates, etc., with a high level of professionalism and service. • Preregister and check in visitors using iLobby system. • Issue and control site access badges as needed using Brivo system. • Assist with daily mail dissemination, both incoming and outgoing. • Serve as the main point of contact for facility related vendors. • Serve as main point of contact for property management work tickets and coordination of landlord sponsored site work. • Coordinate the company owned building equipment maintenance schedule for facilities. • Maintain EHS compliance calendar activities and schedule EHS support activities. • Schedule departmental meetings and activities as needed. • Assist in coordination of site events and catering. • Oversee the upkeep of the front lobby and reception area. • Maintain the Site Operations department SharePoint page. • Assist in maintaining emergency management notification software using Alert Media software. • Assist in assigning employee seating using Office Space software. • Order, receive, and stock office supply inventory. • Order shipping & receiving supplies. • Organize and maintain storage and warehouse spaces throughout the campus. • Support laboratory and site safety programs as needed.
ADDITIONAL FUNCTIONS AND RESPONSIBILITIES: • Other duties, as assigned
EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES: • Minimum of a High School diploma with minimum of 3 years of relevant experience. Previous Pharma and/or Biotech experience a plus • Willingness and ability to provide occasional overtime support after-hours and on weekends (e.g. be listed on the Site Operations after-hours contact list) • Proven administrative ability and workflow management • Strong organizational skills with attention to detail • Effectively communicate within a group and individually • Ability to work collaboratively with multi-disciplinary groups in a fast-paced work environment • Strong attention to safety
TECHNICAL KNOWLEDGE REQUIRED: • Equipment: PC, scanners, copy machines, voicemail and e-mail systems, and common office machines • General Software Knowledge: Windows, MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom • Additional Specialized Software (experience a plus, training provided): SharePoint, iLobby, Brivo, Eagle Eye, Office Space, Alert Media
INTERNAL AND EXTERNAL RELATIONSHIPS: • Site Operations is a support service • Internally, this individual will work with personnel from Facilities, Lab Operations, EHS, Site Security, Shipping & Receiving, and Purchasing, and may also communicate between other non-regional Corporate and site personnel • Externally, this individual will build and maintain new and current vendor services relationships • This position will occasionally encounter regulatory inspectors
EFFORT REQUIRED/ENVIRONMENTAL CONDITIONS: • Physical Activities: On a continuous basis, either sit at desk for a long period of time; intermittently answer telephone and write or use a keyboard to communicate through written means; walking within laboratories and between buildings; as well as lifting up to 30 lbs. will be required. The noise level in the work environment is usually low to moderate. The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and responsibilities. • Laboratory & Warehouse Activities: Experience, and/or willingness and ability to work within a laboratory and/or warehouse environment where hazardous materials are used and stored. Environmental, health and safety requirements apply, required training and PPE will be provided.
Pay Rate Range: $20-30/hr depending on experience
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it's from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.