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Workplace Experience Coordinator

1 month ago

Sydney, Australia Takeda Pharmaceutical Full time

**Job Title: Workplace Experience Coordinator**
**Location: Grosvenor Place Sydney, Australia**

**About the role**:
The Workplace Experience Coordinator at Takeda Oceania Head Office plays a key role in ensuring smooth internal operations, creating a positive & engaging work environment, and supporting various administrative tasks. Responsibilities include managing facilities and office operations management, internal events and catering, employee enquiries and external ‘front of house’ contact (mail & deliveries, phone calls, guest arrival process etc); as well as supporting the business as needed in a diverse range of administrative tasks.

This dynamic role requires someone proactive, well-organized, and capable of handling multiple priorities. It is ideal for someone who enjoys being central to daily operations and enhancing workplace engagement and experience. This is a predominately office-based position is designed to support the Office Manager.

**How you will contribute**:
**Creates a positive and engaging office environment**
- Demonstrates Takeda Leadership Behaviours: Think Strategically, Inspire Others, Deliver Priorities and Elevate Capabilities
- Professionally, positively & proactively demonstrates a ‘solutions mindset’ that responds to employee and business needs.
- Ensure visitor welcome and arrival process is smooth and that they are directed appropriately.
- Answer, screen, and appropriately triage in-coming phone calls.
- Manages and coordinates process for appropriate catering requests for in-house meetings and events.
- Support employee onboarding and offboarding tasks including, Security Access Management and ‘welcome packs’ to ensure a smooth experience.
- Supports maintenance of welcoming office environment
- Manage all ‘front of house’ protocols and digital processes for when reception is unattended (ie sign-in, deliveries and phone) to ensure an exceptional customer experience.
- Identify opportunities for continuous improvement, creating efficiencies and improving office employee experience.

**Facilities Management and Coordination**
- Manage and implement protocols that ensure a safe and well-maintained environment; including but not limited to OH&S, Fire warden and First Aid programs.
- Support the Office Manager in facilities management programs, protocols, and tracking.
- Coordinate maintenance, repair, and cleaning requests with building management (Grosvenor Place)
- Ensure common areas including stationary, storage and kitchen/catering facilities are tidy, well-maintained, and equipped according to agreed inventory.

**Administrative Support**
- Facilitates and adheres to the implementation of relevant Takeda policies and procedures and utilises Takeda systems effectively (E.g. Concur & Ariba)
- Liaise with vendors to ensure timely delivery and completion of agreed activities.
- Manage Australia Post and Courier services, including the distribution of incoming and outgoing mail and packages, including for external events.
- Maintains and updates company records, logs, and databases as required.
- Supports invoice reconciliation and management of Takeda vendors and accounts.
- Completes varied ad hoc administrative task to support business priorities as required.

**Internal Events and Meetings Coordination**
- Support and coordinate logistics, including scheduling, room setup, audiovisual equipment, and catering as required.
- Ensure meeting rooms are appropriately set up and presented at the start of each day.
- Help plan and organize internal events and meetings.

**Skills**
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to work autonomously and in a team environment.
- Ability to handle situations calmly and efficiently.

**Personal Attributes**
- Friendly, approachable, and well-presented.
- Reliable and punctual.
- Positive, customer service orientation and professional attitude.
- Able to establish & maintain relationships with people across the organisation.
- Adaptable and receptive to new ideas, willing and able to adjust to changing demands and circumstances.

**Working Conditions**
- Office setting with a professional and dynamic atmosphere
- Standard office hours

**Interaction**
- Interact with Takeda employees to ensure high customer service.
- Confidence to liaise with internal and external stakeholders at all levels.
- Goes out of way to ensure that individual customer needs are met.

**What you bring to Takeda**:

- Qualification ideally in administration seen as an advantage.
- Demonstrated experience in customer service-oriented roles, office & facilities, or receptionist experience.
- Administrative experience in the pharmaceutical industry considered favorably.

**More about us**:
At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in cla