Office Coordinator

Join the GMED team today and work on the frontier of Medical Device Innovation!

Reports to: Human Resources Manager

Division: Finance & HR Division

Position Classification: Non-exempt, Part- Time, 25 hours per week, Monday-Friday

Fields: Medical Devices, In-Vitro Diagnostics - Healthcare

Location(s): On-site (Rockville, MD office)y

Job Description

Summary/Objective:

GMED North America is seeking a professional, reliable, self-motivated Part-Time Office Coordinator to support the daily administrative and operational functions of our office. Reporting to the HR Manager, the right candidate will be an integral part of a highly collaborative team with a unique opportunity to develop and implement processes that impact site culture. Ideal candidates will be proactive, have a positive attitude, and provide friendly and efficient support.

This is an onsite position with responsibility for interacting with and assisting employees, vendors, and site visitors, as well as coordinating hospitality functions, office operations, and providing general administrative support. Hospitality functions include professionally greeting/seating guests and ensuring readiness for high level in-office meetings.

This role is also responsible for the general upkeep of the offices space including conference rooms, kitchen, and reception areas, specifically stocking the office and kitchen, and coordinating kitchen and office orders/deliveries.

The role will also include assisting with travel (e.g. blocking local accommodations for regular events), event planning and onboarding/offboarding tasks, as needed. Additional duties include arranging and accepting deliveries/courier services, facility specific finance/procurement responsibilities, and ad hoc administrative tasks.

Essential Functions

Key stakeholder in site activity committee with responsibility for event planning, coordination, and overall execution of site events (e.g. End of Year/Holiday Party, team building events, Happy Hours).

• Serve as the first point of contact, either through telephone, email, or face to face.
• Greets, directs, communicates, and interacts with customers (internal and external), vendors and company personnel in a positive and proactive manner.
• Maintains an office environment which is organized, clean, and efficient that is collegial and empathetic to office colleagues’ needs and requirements.
• Promotes inclusivity and office morale.
• Receives mail, documents, packages, and courier deliveries and delivers or distributes items.
• Assists with outgoing mail and sending out packages through FedEx.
• Helps guests with sign in/sign out procedures, manages and coordinates site access controls (e.g. badging) following facility access rules.
• Performs administrative and clerical support tasks.
• Reviews and updates health and safety policies and ensures they are observed.
• Assist with booking of conference and community spaces for executives.
• Organize the office layout, manage desk booking, and the procurement of furniture as needed.
• Manage the tracking, ordering, and organization of office and kitchen supply inventory.
• Responsible for the organization, coordination, set up, and clean-up of special events within the office and out of the office.
• Submits work orders and schedules repairs for the office and equipment.
• Liaise with the building landlord, security, and cleaning personnel.
• Assist the executive team with other administrative duties as needed, including ensuring readiness for high level in-office meetings or meeting catering.
• Providing basic IT support with conference room setup, technological needs etc.
• Responsible for the general upkeep of the office space; including conference rooms, kitchen and reception area, specifically stocking the office and kitchen, coordinating kitchen and office vendors and deliveries, and managing office equipment and vendors.
• Vendor relations/procurement related to facility account management needs.
• Aid HR in onboarding and offboarding processes for staff.
• Assist in tracking office related costs/minor budget planning.
• Organizes visit details and assists with travel arrangements as needed.

Who You Are

Job-specific Competencies:

• Confident communicating with people at all levels
• Positive attitude, a desire to work as efficiently as possible, and excellent client-facing communication skills
• Ability to remain confidential and professional at all times
• Good people skills and judgment
• Ability to manage a busy workload and work under pressure
• Assertive and innovative to ensure continually improving support
• Good technology knowledge on hardware (printers and photocopies)
• Excellent grasp of the English language, both written and verbal. Second language (French) desirable, but not essential.
• Must exude professionalism, courtesy, patience, and strong customer focus
• Time management skills—ability to keep track of and execute multiple priorities
• Ability to anticipate challenges/needs and address them proactively
• Solid computer skills including Microsoft Office Suite
• Meticulous attention to detail
• Strong organizational skills both in physical space (e.g. organizing efficient workspace) and with information (e.g. contracts, purchasing, etc.)
• Spirit of continuous improvement
• Service-oriented mindset and strong collaborator
• Proven experience in office administration or coordination preferred
• Proactive, dependable, and solutions-oriented
• Must have a valid driver’s license and reliable personal vehicle

Who We Are

GMED North America is the US subsidiary of GMED, a leading Certification Organization, a distinguished Notified Body (CE0459) Authorized to act under European Regulation (EU) 2017/745 on medical devices, European Directives 90/385/EEC, 93/42/EEC, 98/79/EC and Regulation n°ree; 722/2012 on products utilizing tissues of animal origin, GMED certifies a vast range of medical devices and in vitro diagnostic medical devices. An Auditing Organization recognized by the MDSAP Regulatory Authority Council. We serve the Medical Device Industry with offices in Europe and the United States.

Our goal is to provide the best in Product Certification and Quality Management Services for medical device manufacturers worldwide. At GMED North America, we strive to the highest standards of professionalism, competency, work ethic, and customer service. All our employees are the cornerstone of this process because their work directly influences GMED North America's reputation.

Aside from our expertise with due diligence, we pride ourselves in our diverse workforces, with employees from different parts of the world.

Our Values:

• Commitment to Clients and Patients' safety
• Expertise
• Reliability
• Team Work

GMED North America is an Equal Employment Opportunity Employer, committed to a diverse, inclusive, and healthy work environment with a unique culture. GMED North America recruits, employs, trains, compensates, and promotes regardless of race, religion, sex, national origin, ethnicity, age, disability, pregnancy, political affiliation, sexual orientation, gender identity, color, marital status, veteran status, medical condition, and all the other characteristics that make us unique.