Manager, General Affairs

$93,000 - $149,000/Yr

Mitsubishi Tanabe Pharma - Jersey City, NJ

Full-time - Mid Level

Jersey City, NJ

Chemical Manufacturing

About the position

The Manager, General Affairs, provides broad facilities management and office management support across functions within MTPA. The Manager is responsible for the smooth and efficient operation of the office environment. This includes managing administrative tasks, overseeing office staff, and ensuring a positive and productive workplace. The incumbent administers a variety of general business programs, services, and events, and he/she manages related contract administration responsibilities. The incumbent also supervises the reception area staff and oversees the work of other ad-hoc temporary staff. Additionally, the Manager provides a range of administrative support for several functional areas, namely Human Resources (HR), Accounting, the President, Vice Presidents, and Directors.

Responsibilities

• Performs broad facilities management and office management functions.
• Administers general business programs, services, and events that span across functional areas, support the broader business, and serve both employees and contractors alike.
• Ensures an adequate, uninterrupted supply of office supplies for all areas through effective supply management practices.
• Organizes maintenance companies to keep the office clean and safe and ensures its appliances are in good working order.
• Acts as MTPA Fire Warden; oversees fire marshals and their training to ensure a strong fire safety culture.
• Serves as Notary Public (NJ), notarizing documents as needed for multiple internal organizations.
• Continually evaluates all program services, vendors and costs, researches new options, and proposes changes as appropriate to ensure company receives cost-effective and quality service.
• Prepare and submit Occupational Safety and Health Administration (OSHA) reporting, as needed.
• Provide oversight and support to the office facilities.
• Serves as a point of contact for internal and external communication relating to office operations.
• Manages incoming and outgoing office mail and correspondence.
• Organizes meetings, appointments, and events at the office or company-related events when necessary.
• Leads discussions on the most efficient and effective office usage in collaboration with the direct manager and other MTPA departments, monitoring office attendance ratios.
• Directly supervises, trains, coaches and develops multiple receptionists to ensure effective interaction with employees, contractors and visitors.
• Arranges for and oversees the work of contractors and temporary employees for short-term technical and administrative needs.
• Processes invoices and payments.
• Manages petty cash and expense reports.
• Executes competitive bidding processes, negotiates, and/or oversees a wide variety of vendor contracts.
• Assists with budget preparation and tracking of office operations budget.
• Provides broad support to Accounting/Administration Department and specifically the daily processing of General Accounts Payables, expense reports, etc.
• Enforces office policies and procedures.
• Maintains a safe and welcoming office environment.
• Supports Human Resources (HR) on various special programs and HR-led company events and activities as assigned.
• Handles other administrative tasks as assigned.

Requirements

• Associate Degree in Office Administration, Facilities Management, HR or a business curriculum.
• BA/BS degree is preferred.
• Minimum of 5-7+ years of related experience most likely gained in Facilities Management, Operations, Office Management or Human Resources roles.
• Preferred Notary Public (NJ).
• Experience should include contract management/administration for building services and supplies.
• Prior supervisory experience is also desired.
• Good organizational and project management skills; proven ability to plan and implement projects on-time and on-budget.
• Strong interpersonal, communication and negotiation skills.
• Highly responsive attitude complemented by good judgment; manages rapidly shifting situations and demands from multiple sources, prioritizing as needed.
• Proven ability to maintain sensitive and confidential information.
• Efficient ability to multitask and prioritize effectively.
• Proficient problem-solving and decision-making abilities.
• Effective leadership and supervisory skills. Able to influence at all levels up to and including executive-level staff.
• Good understanding of Accounts Payable.
• Strong skills in MS Office (Word, Excel, PowerPoint).
• Knowledge of HRIS systems is a plus.

Benefits

• Medical and Dental health benefits
• Short-term and long-term disability plans
• Company Paid and Supplemental Life insurance
• Critical Illness Insurance
• Accident Insurance
• Legal Plan
• ID Theft Protection
• Generous PTO policy based on tenure, commencing with 24 PTO days, pro-rated based on hire date