Position Summary: NDS is a global pharmaceutical wholesale distributor, and we are looking for a motivated person who wants to be part of our growth. If you share our core values and want to join a company where your skills and talents will make a real difference, then come join us!
The Office Manager will play an important role in ensuring the smooth operation of our office, supporting a small team, and maintaining an organized and efficient administrative system. Will also be responsible for collaborating with internal and external parties to manage key processes. The ideal candidate will have a strong background in office administration, exceptional organizational skills, ability to manage multiple tasks effectively in a fast-paced environment, and exercise good time management with minimal supervision. Visit our website (https://www.nationaldrugsource.com/), to learn more about what we do.
KEY RESPONSIBILITIES:
Office Operations: Oversee daily office operations, ensuring all administrative functions are carried out promptly and efficiently.
Coordinate with vendors and service providers to ensure all aspects of the office environment are functional and well-maintained.
?Oversee the inventory of office supplies and equipment, ensuring that essential items are stocked, and reorder processes are efficient.
Manage Outsourced Service Providers: Oversee various external services that the company relies on to operate efficiently. This role will act as the liaison between outsourced service providers and company business units. Key job tasks typically associated with managing outsourced service providers:
Performance Monitoring:
Overseeing Contract Fulfillment
Regular Performance Reviews
Address Performance Issues
Quality Assurance:
Quality Control Processes
Continuous Improvement
Compliance Checks
Vendor Selection & Onboarding:
Conduct Vendor Research
Evaluate Proposals
Relationship Management:
Maintain Communication
Vendor Support & Conflict Resolution
Reporting & Documentation:
Maintain Detailed Records
Report to Senior Management
Risk Management: Recognize potential risks involved with company's administrative processes & develop strategies to minimize risks.
Human Resources: Manage the company's outsourced Professional Employer Organization (PEO), for employee management.
Assist with hiring.
Onboard new employees.
Oversee employee recordkeeping.
Act as a liaison between the PEO and employees to resolve any payroll or benefits issues.
Organize training programs & track development.
Compliance and Regulations: Monitor & actively manage the company's licenses & certifications. Oversee office processes and ensure that risk management strategies are integrated and aligned with the company's policies.
Financial Administration: Manage office budget, oversee outsourced accounting functions including invoicing, payroll, and expenses to ensure financial integrity.
Business Development Support: Assist senior management as needed with business development activities such as researching opportunities, grants, and markets.
Executive Support: Provide direct support to the executive team, assisting with schedule management, meeting coordination, event planning, travel arrangements, and marketing campaigns/projects.
REQUIRED SKILLS:
Database (ERP) experience. (SAP Business One database experience is a plus, but proficiency in other Enterprise Resource Planning (ERP) databases is also acceptable.)
Microsoft Office Skills Proficiency
General accounting knowledge of business processes and how it relates to supply chain transactions.
Communicate clearly and professionally in all business dealings, both verbally and in writing a manner consistent with the company's quality standards.
Excellent organizational and time management skills with ability to multi-task
Interpreting and closely following instructions and procedures
Accuracy & Attention to Detail is Critical
Critical thinking skills
Associate degree or bachelor's in business, accounting, office administration, or relevant field is preferred. A High School Diploma with 5+ years of relevant experience will also be considered.
Degree or certification in administration, project management, or other management studies is desired, but if absent, proven experience as an office manager, administrator, full-service bookkeeper, project manager, or relevant role.
Work Environment:
Calm office environment with extensive use of computer
Private office
No customer retail traffic
Physical requirements include the ability to stay stationary in front of a personal computer for extended periods to identify, read, and understand information relevant to the role. Must be able to move throughout the office to reach and operate basic office equipment. Must be able to communicate with others via telephone, computer and/or face-to-face contact.
Job Snapshot:
Type: Full Time
Start Date: Immediate
Work Schedule: 8:30A - 5:00P, Monday - Friday. Paid Holidays. Flexibility in work hours available.
This description is not intended to be a comprehensive list, it is intended to provide a representative summary of the major duties and responsibilities.