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Receptionist Administrator

1 month ago

Sligo, Sligo, Ireland PHIBRO ANIMAL HEALTH CORP Full time

About Phibro Animal Health Corporation

Phibro Animal Health Corporation is a publicly traded, global organization with a rich history in animal health and nutrition as a manufacturer and marketer of medicated feed additives, vaccines, nutritional specialty products, and mineral nutrition. We strive to be a trusted partner with livestock producers, farmers, veterinarians, and consumers who raise or care for farm and companion animals by providing solutions to help them maintain and enhance the health of their animals.

Phibro is a diversified company in manufacturing and marketing products for ethanol performance, microbials for plants, home and industrial applications, and specialty chemicals for various industrial markets. In addition to, Phibro's revenues are in excess of $1 billion and are supported by over 2,300 employees worldwide.

At Phibro, people are our greatest asset. We strive to develop a diverse workforce that fosters an environment where people feel supported in openly sharing their creativity and skills that allows them to be the most successful that they can be.

The Receptionist Administrator is an integral part of our Finance team based out of our Ireland - Sligo site.

Job Purpose:
The Receptionist Administrator plays a key role in ensuring the smooth operation of the reception area and supporting administrative functions for Site Lead Team (SLT). This position involves an array of responsibilities, including expense handling, maintaining the canteen, and providing support for ad hoc requests.

Key Responsibilities:

  1. Reception Management: Greet and direct visitors, ensure they receive required induction, receive and distribute mail, manage incoming calls, and maintain the reception area to create a welcoming environment.
  2. Administrative Support: Assist SLT with administrative tasks, including scheduling meetings, managing correspondence, and organizing documentation.
  3. Expense Handling: Manage and process expense reports for SLT, ensuring accuracy and timely submission.
  4. Canteen Maintenance: Ensure the canteen is kept clean, stocked, and organized at all times.
  5. Meeting Set Up: Ensure meeting rooms are set up as required, including refreshments.
  6. Ad Hoc Requests: Support the site with various ad hoc requests, including arranging catering and staff celebrations.
  7. Key Lockbox Management: Manage keys both physical access and using the software tracking system.
  8. Visitor Coordination: Facilitate visitor travel arrangements, including booking accommodation, transportation, and ensuring all necessary arrangements are in place.
  9. Communication: Serve as the primary point of contact for visitor inquiries, providing information and assistance as required.
  10. EHS: Conduct monthly safety audit of the admin and canteen areas.
  11. EHS: Support Engineering/EHS with visitor EHS documentation when needed.
  12. Record Keeping: Maintain accurate records of visitor log, expense reports, and other administrative documentation.
  13. Regulatory Affairs Administration: Liaise with international Regulatory Affairs colleagues to ensure that required regulatory documents for product registrations are notarised, apostilled and legalised as appropriate. Maintain Regulatory Affairs documentation tracker.
  14. Compliance: Ensure all activities comply with company SOP's.
  15. Other duties as assigned.

Job Specific Technical, Functional and Professional Competencies:

• Excellent communication and interpersonal skills, strong organizational abilities, and proficient in MS Office suite.

• Familiarity with expense handling, visitor coordination, and basic catering management.

• Detail-oriented, proactive, and able to multitask effectively in a fast-paced environment. Flexibility to handle ad hoc requests.

• Some tasks require use of own car to fetch items; additional business use insurance premium and mileage will be covered by the Company.

Essential Education and Experience:

• Leaving certificate or equivalent; additional qualifications in administration or related fields are advantageous.

• Proven experience in a front desk or administrative role, preferably within a biopharma or GMP environment.

Phibro is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, gender identity, veteran status, marital status or any other characteristics protected by law.

Business Unit: Animal Health & Mineral Nutrition
Division: Animal Health & Nutrition
Department: Finance
Location: Ireland - Sligo
Work Schedule: Monday - Friday (40 Hours)

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