Lupin Pharmaceuticals (Company Headquarters)

  • Office Administration Specialist (temp-to-perm)

    Posted Date 1 week ago(11/7/2018 12:00 PM)
    # of Openings
  • Overview

    The Office Administration Specialist reports to the Human Resources Generalist. This Specialist is responsible for providing general administrative and office support to the entire Somerset site. This role deals with a diverse group of external vendors and visitors as well as internal contacts at all levels of the organization and requires the utmost level of customer service and professionalism. This is an extremely proactive position, which involves taking initiative and seeking out opportunity to act before being requested. The Office Administration Specialist works collaboratively with the Executive Assistant and Site Leadership Team of the organization to accomplish their daily responsibilities. This is an extremely fast-paced role which requires the ability to be flexible, prioritize, multi-task, and meet multiple deadlines. Workweek hours are Monday through Friday and the hours are generally 8:00am – 5:00pm.




    • Management & maintenance of inventory & supplies of consumables & refreshments (tea, coffee, cups, water, etc.). Performs weekly walk-throughs in all buildings to monitor inventory & reorder supplies when needed; monitors inventory through tracking methods
    • Serves as the point person for ordering supplies for the entire site. Supplies include, but are not limited to, coffee, coffee cups, and office supplies. Responds to individual employee requests for supplies – orders and distributes accordingly.
    • Maintains & manages conference rooms & facilitate bookings. Updates the status in Sharepoint.
    • General maintenance & upkeep of conference rooms in all buildings with bottled water, stationery items and other routine supplies in preparation for meetings. Provides additional goods and supplies for meetings upon request from the organizer.
    • Organizes all supply closets to ensure items are readily accessible when needed.
    • Constantly monitors Budget vs. Actual expenses, inventory levels, re-order level (to avoid shortage), timely billing and payment to vendors.
    • Manages food and beverages for meetings and events. Researches caterers and pricing, collects orders from employees (when applicable), sets up the food in a professional manner, and assists in clean up when the meeting or event is completed.
    • Work with Finance team to open POs
    • Has a high involvement with organizing and facilitating community events and recreational office activities
    • Serves as the main point of contact for office-related vendors. Negotiates effectively and ensures timelines for supplies and work orders.
    • Maintains a Master Seating Map for all buildings. Works with the Site Leadership Team to coordinate seating spaces / work stations for current employees and new hires, as needed.
    • Manages furniture & fixtures across site. Receives orders for furniture, evaluates requests in accordance with Purchase policies and budgetary provisions, coordinates and supervises vendors during the installation process, ensures desired implementation to close the service request.
    • Partners with the Security department for Office Key Management - orders office keys and maintain furniture keys. Distributes keys as needed. Maintains record of key issue & retrieval.
    • Ensures the cleanliness and upkeep of offices by pairing with the housekeeping and maintenance staff to resolve all requests and queries
    • Answers the main phone line and responds to the caller’s request. Takes messages, answers questions, or forwards the call to the appropriate party. Pairs with the Executive Assistant to ensure phones are covered at all times during Lupin Somerset’s general operating hours (8:00 a.m. to 5:00 p.m.)
    • Provides general support to employees. Answers their questions and requests or guides them to the appropriate party who can assist them
    • Exemplifies Lupin’s core values through conduct, decision-making, and all forms of interaction and communication with Employees as well as other internal and external stake-holders.
    • Works independently and within a team on special nonrecurring and ongoing projects. Serves as a project manager for special projects at times.
    • Serves as the backup for the Executive Assistant in their absence
    • Other duties and tasks as it applies to effectively handle above listed responsibilities.





    • 2 +years of administrative or office manager experience
    • High School Diploma
    • Knowledge of Microsoft Office, PowerPoint, and Excel
    • Invoicing in SAP preferred
    • Above average oral and written communication skills
    • Structured and organized thinker. Excellent organizational and planning skills with ability to manage and prioritize multiple tasks
    • Attention to details, problem solving and multi-tasking to address varied needs of Employees across site.
    • Strong interpersonal skills; capability to work with a team as well as with a great deal of autonomy
    • Service-centric attitude with a proven ability to anticipate needs and handle each situation with diplomacy and discretion

    Physical Requirements

    The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


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