Role Responsibilities:

Support Project Management efforts within the Facilities Management and Operations organization for a large pharma organization. Emphasis on the creation and management of purchase orders for vendor services and equipment purchases as well as tracking of invoices against purchase orders. Includes vendor communications and interface with client project management teams as well as client managers at various levels. Responsibilities extend to a wide array of duties in support of operations, including support for construction and renovation projects across local and remote sites.

General knowledge and experience with construction project management support would be considered a plus, particularly within a Pharma/Biotech research environment.

Requirements:

• Bachelor’s Degree or equivalent combination of education and experience in a relevant field with a minimum of 6 years of demonstrated experience.
• Ability to interact and communicate with all levels of personnel; establish and maintain cooperative working relationships with all parties including customers, consultants, vendors, contractors, etc.
• Outstanding oral communication and interpersonal skills.
• Strong working knowledge of Ariba, Sharepoint and similar corporate data management systems and tools.
• Expert in desktop software applications such as, Microsoft Word, MS Excel, PowerPoint as well as current Microsoft operating systems.
• Excellent writing, proofreading, editing skills, with a commitment to producing quality deliverables.
• Motivated self- starter, who can effectively prioritize and manage multiple objectives.
• Strong organizational skills and follow-through; and the ability to take responsibility and consistently meet deadlines.
• Must be able to work well within a team atmosphere or alone as circumstances require.
• High degree of comfort working with financial issues and the cost side of business.

Project Related

· Contractor on-boarding, off-boarding and updating via client specific electronic system.

· Computer and IT ordering for new on-boards.

· Provide training support and guidance to client personnel (new and existing) on changes that affect the team, as well as general guidance on utilizing client systems; Ariba, SAP, Internal shared drives, Sharepoint, etc.

· Coordinating contractor sign up for client site safety training.

· Notifying contractors who are non-compliant with safety training or other compliance issues.

· Working with project managers to initiate purchase orders and change orders via client’s Ariba system.

· Purchase order/Change order tracking.

· Preparing Statements of Work as part of the purchase order process.

· Requesting quotes/proposals from vendors for various work.

· Tracking invoices against purchase orders.

· Rectifying invoicing problems working with vendors, project management as needed.

· Maintaining project files including electronic documentation for purchase orders, change order and invoices.

· Coordinating purchase order closeout with Procurement and vendors.

· Working with vendors to add them to or update their information into the Ariba system.

· Sending out construction impact notices.

· Maintaining the city permit files (electronic and paper files).

· Maintaining the Permit Database (adding new projects and updating existing projects in the database and the electronic files).

· Liaison with the local municipal building department for scheduling onsite inspection requests, building permit applications and ongoing project documentation.

Vendor Agreements

· Filling out and circulating the appropriate agreements for approval and signature.

· Assist with the coordination of 3rd party/client contractor management system (ISN).

· Maintaining the vendor agreement list on the Share Point database.

· Tracking critical requirements including certificates of insurance.

· Assist with updating vendor Master Service Agreements for signature as needed.

Document Control

· Archiving Materials and maintaining Projects Database.

· Searching for material requests – drawings, submittals, project files, etc.

Various Jobs:

· Support project management team as needed with documents, plotting, scanning, general project administrative and financial support.

· Ordering various supplies and service items.

· General upkeep of team/floor common spaces; submitting work orders as needed/required for paper goods, copy and print devices, kitchen areas, restrooms, etc.

Job Type: Full-time

Pay: $25.54 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Relocate:

• Groton, CT: Relocate before starting work (Required)

Work Location: In person