Recordati Rare Diseases, Inc. (RRD) develops high-impact therapies for devastating rare diseases. At RRD, we focus on the few - those affected by rare diseases. They are our top priority and at the core of everything we do.

RRD is a biopharmaceutical company committed to providing often overlooked orphan therapies to the underserved rare disease communities of the United States. RRD's mission is to reduce the impact of extremely rare and devastating diseases by providing urgently needed therapies. We work side-by-side with rare disease communities to increase awareness, improve diagnosis and enhance availability of treatments for people with rare diseases. Our Endocrinology and Metabolic franchises operate under the RRD name. Our Oncology franchise operates as EUSA Pharma, an RRD entity. RRD is committed to attracting, developing and retaining the top talent in the pharmaceutical industry. We provide our employees with a dynamic work environment and the opportunity to grow professionally while making a difference in our patients’ lives.

Reporting Structure

Reports To: Vice President, Human Resources

Direct Reports: None

Areas Managed: NJ Office space and IT desktop support

Overview

Manages the company's North American corporate office space along with related office services which may include management of office and break area equipment and preventive maintenance schedules, security and access, expansion space leasing and build out, IT desktop support, reception and meeting planning. The individual must oversee and lead the office responsibilities to ensure that the office is welcoming to employees and visitors and running smoothly.

Coordinates with necessary vendors to meet organizational needs.

Essential Duties and Responsibilities

Responsibilities for Office Manager

• Manages office layout planning, office moves and assigns office and work station assignments per policy, badging, safety and security of office.
• Partner with building facilities management to open and close facilities tickets related to HVAC, lighting and other landlord owned responsibilities.
• Works with landlord for build out of any space expansion, overseeing of construction work, including furniture and fixtures.
• Manages new hires and terminations for office locations, set up of work space, introduction to IT services and IT new hire onboarding.
• Work with the Human Resources team to update office policies and onboard and off board employees and contractors, including handling of IT equipment shipments, orientations and returns
• Manages all vendors who support office operations including copy service, moving services, food service, travel site, IT and contractors needed for repair or upgrade of site.
• Plan all in office activities of the organization which may include scheduling lunches, meetings and celebrations.
• Maintain food and beverage supplies, as well as scheduled maintenance and cleaning of kitchen areas
• Monitor office management and design innovative work systems – manage office ticketing system and ensure work tickets are responded to and closed in a timely manner
• Manage filing room; maintaining coordination of department filing needs and partnership with Iron Mountain and secure shredding services.
• Manage conference room IT systems, including training, writing instructions, making sure equipment is working properly for users
• Manage office budget and master office calendar and related office contracts.
• Identify opportunities for process and office management improvements, and design and implement new systems
• Oversee travel site access and provides training and updates for users.
• Oversee guest experience: greet visitors, and answer and direct phone calls, manage mail and deliveries
• Develop office policies and procedures, and ensure they are implemented appropriately
• Manage office badge access
• Manage company wide distribution lists
• Manage stationary including note cards, business cards
• Greet visitors, help them navigate the office
• Maintain first aid and safety supplies, manages OSHA logs and partners with HR for worker’s comp programs.
• Perform other duties as may be assigned

Education and Experience

• 2-5 years of work experience in an administrative/office management role with some IT experience

Knowledge and Skills

• Must have exceptional attention to detail
• Must be a self-starter and driven
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Strong organizational and time management skills, and ability to prioritize and multitask
• Must be Proficient in Microsoft Office products

Competencies and Attributes

• Behaves in an honest, fair, and ethical manner.
• Pursues self-development.
• Communicates in a clear, concise, and convincing manner. Listens effectively.
• Budget conscientious. Monitors expenditures and uses cost-benefit analysis to set priorities.
• Ability to achieve influence without authority.
• Resourcefulness and flexibility; ability to make things happen within a small-business environment.

Work Environment

This job operates in a professional office environment. Based upon job requirements, employee may be required at times to attend meetings including travel out of state over weekends and nights. Employee must be able to freely operate and travel by car and train/plane modes of transportation. Employee is required to have a valid driver’s license and passport.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms; talk and hear. Occasionally is required to lift and/or move light to moderate weight up to 50 lbs.

Location

• This position is based at RRD’s headquarters in Bridgewater, New Jersey and requires daily presence in office.
• This position requires minimal travel.
• Office coverage is generally 7:45 am – 4:45 pm daily

FLSA Classification

This position is considered Exempt.

EEO Statement

Recordati Rare Diseases values the diversity of its workforce and welcomes applications from all qualified applicants. It is the policy of Recordati Rare Diseases to provide equal employment opportunity (EEO) to all persons regardless of race, color, religion, sex, sexual orientation, gender identity, or national origin. Further, Recordati Rare Diseases will not discriminate on the basis of any characteristic protected by federal, provincial, or municipal law. Recordati Rare Diseases will provide reasonable accommodation for qualified individuals with disabilities.