Office Support Coordinator

Location: On-site in Irlam, UK

Duration: Up to 6 Months

Hours: Part-time (20-25 hours per week)

Overview: We are seeking a highly organized and proactive Temporary Administrative Assistant to support the UK Employee Environments Manager. This role is essential for managing the increased workload associated with the dilapidations, closure, and relocation of one site, as well as the construction and fit-out of a second site. The successful candidate will ensure timely and efficient execution of these critical projects without compromising the operational integrity of the Employee Environments department.

Key Responsibilities:

1. Fleet-Related Administrative Support:
2. Update the Motor Insurance Database (MID).
3. Log incidents and coordinate vehicle deliveries/collections.
4. Facilities Maintenance Admin:
5. Proactively follow up with vendors to ensure timely service delivery.
6. Maintain comprehensive and up-to-date records of all maintenance activities.
7. Ensure compliance with service agreements.
8. Site Move Admin:
9. Provide essential administrative support for the site move.
10. Assist with documentation, scheduling, and communication with stakeholders to facilitate a smooth transition.
11. Project Administration:
12. Assist in preparing and organizing project documents.
13. Track project timelines and maintain correspondence with contractors, vendors, and stakeholders.
14. Ensure all legal and financial documents are properly filed.
15. Scheduling and Coordination:
16. Manage calendars and schedule meetings with stakeholders.
17. Coordinate site visits and inspections.
18. Ensure all parties are aligned on project milestones.
19. Invoice and Budget Management:
20. Assist in processing invoices and tracking expenses against the project budget.
21. Ensure that all financial documentation is complete and accurate.
22. Communication Support:
23. Serve as a point of contact for project stakeholders.
24. Ensure timely responses and communication across teams.
25. Compliance Tracking:
26. Maintain records of compliance documentation related to both dilapidations and the construction fit-out.
27. Ensure that all regulatory and contractual obligations are met.

Qualifications:

• Proven experience in an administrative support role, preferably within facilities management or project management.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as part of a team.
• Attention to detail and a proactive approach to problem-solving.

Since 1992, Omnicell has been committed to transforming pharmacy care through outcomes-centric innovation designed to optimize clinical and business outcomes across all settings of care. We strive to be the healthcare provider’s most trusted partner by our guiding promise of “Outcomes. Defined and Delivered.” 

Our comprehensive portfolio of robotics, smart devices, intelligent software, and expert services is helping healthcare facilities worldwide to improve business and clinical outcomes as they move closer to the industry vision of the Autonomous Pharmacy.

Our guiding principles inform everything we do:

• As Passionate Transformers, we find a better way to innovate relentlessly.
• Being Mission Driven, we consistently deliver on our promises.
• Our Entrepreneurial spirit makes the most of EVERY opportunity for innovation.
• Understanding that Relationships Matter creates synergies that yield the greatest benefits for all.
• In Doing the Right Thing, we lead by example in ALL we do.

We value creating an inclusive culture and a healthier world through ESG initiatives, Employee Impact Groups, learning, well-being programs, and more. Join us in transforming the pharmacy care delivery model, making patient care safer and smarter for all.

Omnicell is dedicated to fostering a diverse and inclusive workplace. We welcome applications from all individuals, valuing a wide range of perspectives and backgrounds. As an equal opportunity employer, we do not discriminate based on race, gender, religion, sexual orientation, gender identity, national origin, veteran status, or disability. We are committed to making our recruitment process accessible to everyone. We offer support and reasonable adjustments for individuals with disabilities during our hiring process. If you need assistance, please contact us at [email protected]. 

At Omnicell, respect for privacy and confidentiality is paramount. We adhere to strict policies to prevent discrimination or retaliation against those who engage in open conversations about compensation. However, employees privy to compensation information as part of their job role are expected to maintain confidentiality, except in specific circumstances outlined by law, such as during formal complaints, investigations, or as required by legal obligations.

Please note that Omnicell reserves the right to modify job roles and responsibilities as needed to meet our organization’s evolving needs and drive our mission forward.

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