Operations Coordinator

3 weeks ago

Winnipeg Manitoba AC, Manitoba, Canada Bayer AG Full time

At Bayer we’re visionaries, driven to solve the world’s toughest challenges and striving for a world where 'Health for all, Hunger for none' is no longer a dream, but a real possibility. We’re doing it with energy, curiosity and sheer dedication, always learning from unique perspectives of those around us, expanding our thinking, growing our capabilities and redefining ‘impossible’. There are so many reasons to join us. If you’re hungry to build a varied and meaningful career in a community of brilliant and diverse minds to make a real difference, there’s only one choice.

Operations Coordinator

The Operations Coordinator supports key aspects of the site operations to ensure that it is operating efficiently, in adherence to good financial stewardship and in compliance with documentation & training requirements within the areas of HSE, Compliance and Quality Management. They provide support in organizing and facilitating site events and employee engagement activities.

Bayer is committed to a flexible hybrid working environment. This is a permanent position based out of Berry Street, Winnipeg, Manitoba.

What you will do:

  • Manages the Accounts Payables in coordination with accounting, finance, AP and vendors. Process requisitions and invoices in a timely manner through electronic control (SAP) and/or process systems as necessary in the daily operations of the company.
  • Works within the company’s systems to orchestrate purchase orders, service entries, contracts, and submission of capital projects.
  • Reconcile, allocate costs, and track invoices for prompt payment, maintaining positive relations with suppliers/preferred vendors.
  • Coordinate R&M activities with suppliers and with facility maintenance, ensuring that work is performed according to company standards. Provides support in maintaining the site’s CMR program by performing supplier audits, maintaining vendor documentation (contracts, insurance, workers compensation, audit reports, etc.) and ISN certification requirements.
  • Organize and coordinate special events, meetings, conferences, tours, training, and customer events/trips, including RSVP process and tracking responses. Organizes travel and event logistics by developing itineraries and agendas, scheduling air travel, booking other transportation, and arranging lodging, catering, venue reservations, and equipment rentals.
  • Provides functional alignment for business support functions with other sites. Provides coverage and support for other sites when needed.
  • Supports the shipping and receiving activities of the site by coordinating with team members, Bayer’s Global Trade group and couriers/carriers to ensure timely deliveries and shipments.
  • Assists the Compliance Manager, Subject Matter Experts and Leadership in maintaining the site’s HSE, QMS and Trait Quality management systems. Organizes and updates the required documentation and training requirements to ensure compliance with internal policies, procedures, as well as external regulations.
  • Maintain the site’s Training Matrix to monitor the completion of the site’s training programs on functional/pipeline acumen, Standard Operating Procedures, HSE, QMS, Trait Compliance, as well corporate-driven initiatives, and training programs. Leverages on Bayer’s learning management system and tools to continuously support on the site’s training and development efforts.
  • Administer all required documents on facility management, lease and service agreements, contracts, SOPs, JSAs, Training Materials, Record of Training, Compliance, QMS and HSE programs. Maintains and organizes the site’s sharepoint site and relevant filing systems in accordance with IT’s security standards.
  • Support the On-boarding and Off-boarding process for fulltime and contract employees.
  • Day to day office duties such as answering calls, emails, and other correspondence, shipping & receiving of packages, manage office inventory and stocking of supplies, site vendor relations, and IT related issues.
  • Coordinates with the landlord on the upkeep requirements of the facility, and common areas.
  • Coordinates with global security in maintaining the site’s security systems, including access cards, audits, inspections, and maintenance activities.

Who you are:

  • Either minimum Grade 12 high school diploma and related administrative experience; OR a minimum 1-year certificate in office administration OR related discipline and related administrative experience; or minimum 2-year diploma in office admin/related discipline and related experience.
  • Working knowledge of Health, Safety and Environmental (HSE) Management Systems and Quality Management Systems.
  • Experience in creating and maintaining SOPs and training materials.
  • Experience in coordinating, organizing, and maintaining training & development programs is considered an asset.
  • Advanced computer knowledge and Microsoft application proficiency including Word, Excel, PowerPoint, Outlook. (addition experience in SharePoint, and/or MS Forms, is an asset).
  • Advanced organizational skills with the ability to handle multiple assignments.
  • Proficient interpersonal and communications skills.
  • Detailed oriented with meticulous attention to detail.
  • Experience in operating systems such as SAP, CRM, Concur, Invoice & Payment Management Systems, etc.

The following is an asset to have:

  • Experience in operating systems such as SAP, CRM and Concur.
  • Experience in maintaining and organizing filing systems, databases and sharepoint sites.
  • Experience in training design & evaluation and learning management systems.

What we offer:

  • Competitive compensation and rewards package.
  • Collaborative, diverse and inclusive culture.
  • Career development and global opportunities.
  • Work-life flexibility programs such as flex hours, employee discounts, volunteer days, wellness, and other employee offerings.

Bayer is committed to fostering, cultivating and preserving a culture of Inclusion and Diversity. We embrace and encourage our employees’ differences and believe that our people are our most valuable asset. The collective sum of individual life experiences, knowledge, innovation, self-expression, unique capabilities that our employees invest in their work represents our culture, reputation, and Bayer’s values and purpose.

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