Business Services Coordinator

Chugai Pharma Europe (CPE) is a regional business and wholly owned subsidiary of Chugai Pharmaceutical Co., Ltd., one of Japan’s leading research-based pharmaceutical companies. Established in 1993, CPE is the regional coordinator of Chugai’s commercial, medical and business activities in Europe, as well as supporting research & development for Japan and exploring co-development and in-licensing opportunities. Our mission is to dedicate ourselves to adding value by creating and delivering innovative products and services for the medical community and human health around the world.

This is a full-time role for a Business Services Coordinator located in London, with flexibility for remote work. Please only apply if you consider that you fulfil the below criteria.

Essential Criteria:

• Previous experience in office management (3+ years)
• Experience with financial software and fleet management is a plus
• A level or comparable and a good understanding of English both written and verbal
• Focus on teamwork, collaboration, and driving results
• Experience/capacity to work within a cross-cultural / global team
• Work collaboratively with a high degree of planning and coordination
• Creative, constantly looking for innovative solutions and paths forward
• Resourceful, decisive and proactive; must be able to handle multiple priorities
• Very good Microsoft Office skills (especially Excel and PowerPoint)

As a Business Services Coordinator, you will be required to undertake the following tasks as a minimum, with additional work as and when required:

• Ensure the effective management of the local office. Ensure the office is safe, maintained to a good standard to provide a suitable environment for staff to work.
• Manage on-site security (and their relevant training) and visitors in line with local SOP.
• Manage the reservation and set up of rooms for large meetings/training A/V, Meeting & Meeting Room Support.
• Manage office access cards for new joiners and visitor access passes.
• Manage the relationship with office maintenance teams.
• Manage Fire wardens and First Aiders.
• Manage general governance topics (e.g. entry keys of office, licences…).
• Act as the first “welcome” point of contact to the Chugai office. Greet and guide office visitors, answer and direct incoming phone calls.
• Manage office services and supplies.
• Manage the restocking and purchasing of office supplies.
• Liaise with vendors and manage purchase requests related to function.
• Optimisation of general office costs and office expenses.
• Manage the budget for office costs and office expenses.
• Local procurement and tender management to support the senior procurement manager.
• Effectively manage the local car fleet (fines, scheduling, etc.).
• Management of the local insurance portfolio.
• Act as a back-up for local activities owned by the Local Administration Coordinator.