Receptionist/Hospitality Assistant

Company overview:

TraceLink’s software solutions and Opus Platform help the pharmaceutical industry digitize their supply chain and enable greater compliance, visibility, and decision making. It reduces disruption to the supply of medicines to patients who need them, anywhere in the world.

Founded in 2009 with the simple mission of protecting patients, today Tracelink has 8 offices, over 800 employees and more than 1300 customers in over 60 countries around the world. Our expanding product suite continues to protect patients and now also enhances multi-enterprise collaboration through innovative new applications such as MINT.

Tracelink is recognized as an industry leader by Gartner and IDC, and for having a great company culture by Comparably.

Job Description:

• Answer phones and direct calls to appropriate team members; take necessary follow-up action when needed
• Manage all conference room calendars, help with room bookings, move meetings around as needed
• Manage daily lunch deliveries
• Monitor and stock the kitchen supplies ensuring availability at all times. Stock the kitchen first thing in the morning and later in the afternoon
• Make sure the refrigerator is stocked with beverages at all times and other snacks are available to TraceLink employees
• Oversee all temp, vendor and visitor badges staying compliant with company policies; notify IT immediately for any badge that needs to be deactivated
• Support all external meetings and visitors; order, set-up and clean-up coffee and lunches as needed
• Oversee mail and shipping & receiving needs
• Create and maintain a safe, clean and rewarding workplace
• Actively support an environment of teamwork, cooperation, performance excellence, and personal success
• Provide feedback on improvements as needed
• Departmental and office administrative functions
• Continuously seek to improve our reception space and visitor area, ensuring it is well organized and inviting to all
• Provide coordination and support events, meeting and conference facilities as required, in the office and offsite
• Cover Office Coordinator’s absence when required
• Other duties may include but are not limited to: office supplies, landlord relations and reporting issues, safety and security support
• This role reports directly to the Sr. Manager, Facilities but will take onsite direction from the Office Coordinator
  
  

Requirements:

• Monday-Friday 8:30am-5:00pm. Occasional evening and weekend support as needed.
• HS diploma or GED equivalent
• 2 years administrative and/or customer service experience
• Professional business attire
• Positive and professional demeanor with a sense of urgency in resolving any issues
• High level of attention to detail
• Intermediate skills with Google suite: email, docs, sheets, calendar
• Ability to reach, bend, stoop, push and/or pull and frequently lift up to 20 lbs and occasionally lift/move up to 50 lbs
  
  

Please see the Tracelink Privacy Policy for more information on how Tracelink processes your personal information during the recruitment process and, if applicable based on your location, how you can exercise your privacy rights. If you have questions about this privacy notice or need to contact us in connection with your personal data, including any requests to exercise your legal rights referred to at the end of this notice, please contact Candidate-Privacy@tracelink.com.

TraceLink's software solutions and Opus Platform help the pharmaceutical industry digitize their supply chain and enable greater compliance, visibility, and decision making. It reduces disruption to the supply of medicines to patients who need them, anywhere in the world. Founded in 2009 with the simple mission of protecting patients, today Tracelink has 8 offices, over 800 employees and more than 1300 customers in over 60 countries around the world.