Date: Feb 3, 2023
Department: Non-Departmental
Job Type: Direct Employee
Team: General Services, Security & Office Management
Contract Type: Permanent

Location:
Cary, NC, US

About us

Based in Parma, Italy, Chiesi is an international research-focused pharmaceuticals and healthcare group with over 85 years’ experience, operating in 30 countries with more than 6,000 employees (Chiesi Group). To achieve its mission of improving people’s quality of life by acting responsibly towards society and the environment, the Group research, develops and markets innovative drugs in its three therapeutic areas: AIR (products and services that promote respiration, from new-born to adult populations), RARE (treatment for patients with rare and ultra-rare diseases) and CARE (products and services that support special care and consumer-facing self-care).
We are proud to be the largest global pharmaceutical group to be awarded B Corp Certification, a recognition of high social and environmental standards. We are a reliable company that adopts and promotes transparent ethical behavior at all levels.
We are committed to embrace diversity, inclusion and equal opportunities. In fact, we are a global family made up of different cultures, different genders, generations, ethnicities, abilities, sexual identities and many other enriching diversities.

Chiesi USA

Chiesi USA is a specialty pharmaceutical company focused on developing and promoting products for the hospital, adjacent specialty and rare disease markets. We are a B Corp™ and Benefit company awarded Top Employer status for six consecutive years and certified as a Great Place to Work.
At Chiesi, we share an entrepreneurial spirit and act as a force for good, pursuing high social and environmental standards, to ensure the wellbeing of our people, patients, and communities. We offer a work environment where professionals have the opportunity to build a purposeful career focused on helping others while achieving a fulfilling work-life balance, meeting exciting challenges, and engaging in important and rewarding work.

What we offer

Chiesi offers competitive benefits, services, and programs that enrich the personal and professional lives of our employees. Our shared values of passion, innovation, trust and integrity bring out the individual talents and diverse perspectives of each of our colleagues. Our environment encourages each individual to reach his or her full potential and drive outstanding results. We celebrate that “Every one of us is different. Every one of us is Chiesi."

Purpose

Responsible for managing front desk operations as primary point of contact for all visitors and callers and enforcing access control security procedures. Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival and maintains security by adhering to front office company policy; performs a variety of administrative and clerical tasks for the efficient operations of the office.

Main Responsibilities

Receptionist Duties – responsible for managing front desk operations as primary point of contact for all visitors and callers and enforcing access control security procedures

• Welcome guests, vendors, and customers in a friendly, professional manner by greeting them, in person or on the telephone; answering or directing inquiries.
• Ensure all guests, vendors, and customers sign in and register adhering strictly to access control and security procedures.
• Issue badge identification and route all guests to the appropriate point of contact.
• Ensure all guests return badge identification and are appropriately signed out upon departure.
• Monitor and report all suspicious behavior/activity to designated security point of contact.
• Receive, screen and route incoming calls on multi-line phone system.
• Maintain general incoming voicemail mailbox, screening and routing as necessary.
• Retrieve, sort and notify employees of incoming mail and deliveries; ensure outgoing mail is posted/picked up daily. Track legal correspondence.
• Prepare and send out mailing correspondence as requested (e.g., FedEx, UPS, USPS)
• Ensure lobby area is presentable, clean, and receptionist desk is clutter free and organized.

Administrative Support – performs a variety of administrative and clerical tasks for the efficient operations of the office

• Serve as a member of the Administrative Team.
• Responsible for ordering requested catering to include tracking, delivery and cleanup, as needed.
• Support certain HR tasks such as ordering business cards, assisting in new hire set-up, and processing matching donations.
• Incoming ticket distribution for vendor and service requests.
• Provide support in inspecting, cleaning, and organizing all meeting, conference rooms, break rooms, and supply rooms and ensure they stay appropriately stocked as needed
• Provide process improvement suggestions where needed.
• Responsible for assisting with the maintenance/inventory of office supply spaces to ensure supplies are stocked, can be easily located, organized, and are labeled appropriately as needed.
• Enter Purchase Requisitions and Service Entry Sheets into SAP. Follow up with requestor to provide purchase order number.
• Vendor Management of composting and plant care services.
• Back up support for conference room calendaring as needed.
• Back-up support for travel booking and interview scheduling as needed.
• Back-up support for preparing workspaces for incoming new employees (cleaning, organizing, removal of items as needed, basis supply stock) as needed.

Experience Required
Minimum of one year of experience as an office receptionist or related administrative experience
Exceptional verbal and written communication skills oriented to customer experience
Ability to work collaboratively and flexibly in a team environment
Ability to take initiative, work independently in a fast-paced, changing environment and multi-task effectively
Ability to exhibit a high attention to detail and accuracy, ensuring adherence to required regulations and protocols
Ability to handle highly sensitive data confidentially
Consistently exhibit a professional appearance and demeanor
Proficient with all MS Office applications, including Outlook, Word, PowerPoint and Excel
Education
Bachelor’s Degree from a four-year accredited university

Chiesi USA is an equal opportunity employer committed to hiring a diverse work force at all levels of our business. All qualified applicants receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression or any other basis protected by local, state or federal law. This policy applies with regard to all aspects of one’s employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.

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