Contractor Administrator

Zoetis•Kalamazoo, MI

6d•Hybrid

About The Position

We are seeking a highly engaged individual to support US-based Zoetis sites with coordinating contract worker access to local facilities, as well as perform a variety of other administrative functions at the R&D Kalamazoo location. This role would interface inward to Zoetis sponsors and outward to the suppliers and workers to ensure that all required prerequisites were complete and in place as part of the on-boarding process. This role would also help ensure a smooth beginning to working at Zoetis sites via access to appropriate training and site orientation. When the duration of a contract ends, this role would partner with sponsors, site security, the supplier and the worker to facilitate an effective off-boarding process. This role would serve a second function as the primary administrative assistant within the R&D Facilities, Maintenance and Engineering teams in Kalamazoo, MI. Within that area, responsibilities would include supporting local managers and their teams with documentation, reporting and logistics. Additional responsibilities could be assigned based on the skillset of the successful candidate.

Requirements

Associates or Bachelor of Arts/Science Degree in a business, finance, facilities administration, scientific or engineering discipline
Five or more years’ experience providing administrative support in a large multi-departmental, matrixed organization
Ability to handle sensitive and confidential information
Excellent communication, written and interpersonal skills
Superb attention to detail
Fluent in Microsoft Office applications (e.g. Word, Excel)
Learning and continuous improvement mindset
Ability to work on site at least 60% of the time

Nice To Haves

Experience working with colleagues in facilities, maintenance, engineering, environmental health & safety (EH&S) or in the trades (carpentry, pipefitting, electricians, etc.)

Responsibilities

Receive and process contract worker (CW) on-board/off-board requests submitted by suppliers and/or Zoetis sponsors
Confirm that all pre-employment requirements for in-coming CWs have been met (e.g. confirm that background checks and drug screens have been performed by the in-coming CW’s supplier)
Confirm that suppliers of in-coming CWs have active agreements with Zoetis
Set up CW records in HR systems if needed
Send notifications and communicate instructions to Zoetis CW sponsors about their respective on-board/off-board responsibilities and other periodic administrative tasks involving their CWs
Assign appropriate training curriculum to CWs depending on their assigned role and business area
Administer initial and annual site orientation training to CWs (required before a Zoetis badge can be issued to a new CW)
Coordinate all CW on-board/off-board processing with Zoetis Site Security
Assist department managers and teams with annual records maintenance (such as job descriptions and curriculum vitae), and periodic/ad hoc records supports.
Assist department managers with scheduled and ad hoc reporting that could span the gamut of facilities, maintenance, environment health and safety, capital/expense, utilities and procurement.
Maintain alignment with other administrative roles within R&D, provide assistance to other groups as needed, and seek assistance when needed.