Workplace Manager and Finance Assistant
Lisbon
Admin + Facilities – Admin + Facilities /
Full-Time /
On-site
ValGenesis is a leading digital validation platform provider for life sciences companies. ValGenesis suite of products are used by 30 of the top 50 global pharmaceutical and biotech companies to achieve digital transformation, total compliance and manufacturing excellence/intelligence across their product lifecycle.
Learn more about working for ValGenesis, the de facto standard for paperless validation in Life Sciences: https://www.youtube.com/watch?v=tASq7Ld0JsQ
The Workplace Manager and Finance Assistant will be responsible for keeping our Lisbon office operating efficiently and at scale while also being thoughtful and ensuring the best possible experience for our team and guests. They will also support our Finance and Accounting department with day-to-day admin tasks.
What You’ll Do
- Workplace:
- Act as the main point of contact for the Lisbon office, being a positive, friendly presence in the office
- Be responsible for managing the workplace experience – ensuring our office environment creates an ideal workspace for our team
- Manage relationships with building management, cleaning staff and other office vendors
- Order, track inventory and stock office supplies, snacks, IT equipment and swag
- Coordinating catering for company and client meetings and training sessions, setting up coffee and/or catered meals to clients as required.
- Proactively seeks ways to streamline office processes and leverage best practices
- Maintain a safe and healthy work environment by staying current with local health and safety requirements, emergency preparedness plans, first aid kits and compliance signage
- Proactively coordinate space planning including additions or changes needed to the physical space Plan and execute office events that build a sense of community and engagement
- Plan and execute onsite and offsite meetings including executive meetings, training, customer events, etc.
- Ensure that the kitchen is reset each day, including loading/unloading dishwasher, restocking supplies and ensuring that the cleaning team has completed their tasks
- Manage parking passes
- Uphold security protocols and manage office access for employees and visitors Participate in the on-boarding process for Europe new hires, ensuring they have what they need to be successful
- Support IT needs for new hires, including setting up workstations, coordinating with IT for software installations, and ensuring all equipment is functional.
- Manage office inventory and expenditures, track office expenses, and reconcile credit card.
- Coordinate employee travel
- Finance:
- Support in day-to-day full-cycle accounting
- Assist on bank reconciliation activities and invoice validation
- PO creation and vendors invoices booking
- AP Reconciliations & Analysis
- AR Reconciliations & Analysis
- Support to invoicing management and control with other teams, to book all the invoices correctly
- Support in collections
- Assistance to outside audits
Requirements
- 3+ years of experience working in a fast-paced business environment
- Friendly and enthusiastic, can-do attitude
- Self-directed, highly efficient, detail-oriented problem solver
- Highly organized with the ability to prioritize and manage workload effectively, always following projects through to completion
- Exceptional customer service skills and effective communication both written and verbal.
- High level of professionalism and discretion, especially when handling sensitive information
- Demonstrated experience in planning and executing events, activities and programs that enhance office community and engagement
- Strong judgement; ability to act autonomously, take initiative and know when to escalate
- You are a meticulous planner who is detailed in planning, execution and follow-up
We’re on a Mission
In 2005, we disrupted the life sciences industry by introducing the world’s first digital validation lifecycle management system. ValGenesis VLMS® revolutionized compliance-based corporate validation activities and has remained the industry standard.
Today, we continue to push the boundaries of innovation ― enhancing and expanding our portfolio beyond validation with an end-to-end digital transformation platform. We combine our purpose-built systems with world-class consulting services to help every facet of GxP meet evolving regulations and quality expectations.
The Team You’ll Join
Our customers’ success is our success. We keep the customer experience centered in our decisions, from product to marketing to sales to services to support. Life sciences companies exist to improve humanity’s quality of life, and we honor that mission.
We work together. We communicate openly, support each other without reservation, and never hesitate to wear multiple hats to get the job done.
We think big. Innovation is the heart of ValGenesis. That spirit drives product development as well as personal growth. We never stop aiming upward.
We’re in it to win it. We’re on a path to becoming the number one intelligent validation platform in the market, and we won’t settle for anything less than being a market leader.
How We Work
ValGenesis is an equal-opportunity employer that makes employment decisions on the basis of merit. Our goal is to have the best-qualified people in every job. All qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, gender identity, national origin, disability, or any other characteristics protected by local law.
