Administrative Assistant

3 months ago

Winnipeg, Canada Bayer Crop Science 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.
Administrative Assistant
This is an Administrative Assistant opportunity, internally called an Operations Coordinator, which supports key aspects of the site operations to ensure that it is operating efficiently. They provide support in organizing and facilitating site events and employee engagement activities.
This is a permanent position based out of Berry Street, Winnipeg, Manitoba.
**What you will do**:
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 input purchase orders and contracts
Assist with reconciling and tracking invoices for prompt payment while 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
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
Ensures the site is aligned with other Bayer site's practices and provides coverage and support for other sites in Manitoba 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
Properly store 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
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. New Grads are welcome to apply.
Knowledge of Health, Safety and Environmental (HSE) Management Systems and Quality Management Systems
Ability to coordinate, organize, and maintain training & development programs (experience in this is considered an asset)
Advanced computer knowledge in Word, Excel and PowerPoint (addition experience in SharePoint, and/or MS Forms, is an asset)
Advanced organizational skills with the ability to handle multiple assignments
Proficient interpersonal and English communications skills
Detailed oriented with meticulous attention to detail
Desired
Experience in operating systems such as SAP, CRM, Concur, Invoice & Payment Management Systems, etc.
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, we

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