Administrative Assistant/ Receptionist

Costa Rica, San JoseToday, Lonza is a global leader in life sciences operating across three continents. While we work in science, there’s no magic formula to how we do it. Our greatest scientific solution is talented people working together, devising ideas that help businesses to help people. In exchange, we let our people own their careers. Their ideas, big and small, genuinely improve the world. And that’s the kind of work we want to be part of.

The Administrative Assistant / Receptionist will provide support to the GBSO Facilities & Local Sourcing Manager in all the Administrative and FTZ tasks, relations with vendors, customer service, appropriate controls of the Facilities budget usage and KPI’S improvement and efficiencies to benefit the GBSO operational cost. Also this position supports the Site Leader & HR Manager in administrative needs they have.

Key responsibilities :

• Work, plan, organize and coordinate special projects & FTZ to support the administrative area.

• Support the Managers and Site Director on the administrative tasks, expense reports, interviews, meetings logistics, travel itineraries and agendas.

• Follow up on Reception tasks, visitors, office supplies, call attendance and reports.

• Support with the office inventories, and all required purchases for the site.

• Logistics activities related to the Lonza Costa Rican Committees.

• Visitors Space accommodations and transportation.

• FTZ Translation of DUA’S & Coordinate with Expeditors on imports and delivery times.

• Create and Maintain the Operations Book for the GBSO.

• Support HR Department on the Insurance for the employees forms and follow up with the executive.

• Create all Blanket and required requisitions against budget:

• Coordinate, organize, follow up and create the list of Blanket requisitions required periodicaly.

• Follow up on the available funds per requisition through the creation of weekly reports of SAP and ask for more funds if required.

• Coordinate and sent all bills for payments & follow up on GBSO vendors who request for a payment not received with AP

• Assure the process established with the Operational Excellence (OE) department is accomplished & document thoroughly and track deviations

• Find trends in errors for input to Operational efficiency group

• Coordinate with the maintenance vendors for building repairs and household goods as well as keep the record of the KPI’S Facilities reports:

• Coordinate and Follow up on the Building Maintenances according to the Contract agreements and Facilities Maintenance Schedules

• Space Management & Cubicles Occupancy KPI’s report.

• Electricity Reports based on the Monthly Consumption.

• Rent cost vs Market and Space Management Standards KPI’s.

• Employee Transportation KPI’s based on the Transportation Reports.

Key requirements :

• Advanced student in Business Administration or related areas.
• At least 1 year of experience in Facilities & Local Sourcing, ideally within Shared Services or close to the service-related organization.
• Fluid English language.
• Excellent Customer Service skills and Time Management.
• Working experience with SAP will be desired.

Every day, Lonza’s products and services have a positive impact on millions of people. For us, this is not only a great privilege but also a great responsibility. How we achieve our business results is just as important as the achievements themselves. At Lonza, we respect and protect our people and our environment. Any success we achieve is no success at all if not achieved ethically.

People come to Lonza for the challenge and creativity of solving complex problems and developing new ideas in life sciences. In return, we offer the satisfaction that comes with improving lives all around the world. The satisfaction that comes with making a meaningful difference.

Lonza is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a qualified individual with a disability, protected veteran status, or any other characteristic protected by law.

• Reference: R60217