Site Services Administrator

Job Title

        Site Services Administrator II (Vendor Relations and Payments)

Organization Name

        InvaGen Pharmaceuticals, Inc.

Location

        550 South Research Place, Central Islip, NY 11722

Employment Type

        Full Time/ Hourly

Salary Range

        $18/hr - $26/hr

Benefits

 In addition to a fulfilling career and competitive salary, the Company offers a comprehensive benefits package to include a 401(k) savings plan and matching, health insurance – medical/dental/vision, health savings account (HSA), flexible spending account (FSA), paid time off (PTO) - vacation/sick/flex time, paid holidays, short-term disability (STD), long-term disability (LTD), parental leave, paid and unpaid family leave, employee discounts, and other benefits.

Work Hours/ Shift/ Remote

 General Shift, Typically, 9:00 AM to 5:30 PM ET.

Must be able to work some weekends or extended hours based on business needs. Onsite, in-person.  No remote work.

Responsibilities/ Accountabilities

• Reconciling vendor contracts and invoices, as well as invoice to purchase order price variances.
• Maintaining daily logs and activities for services provided.
• Processing purchase requisitions (PRs) and purchase orders (POs).
• Tracking and reporting vendor supplies, services, work schedules and hours logged.
• Analyzing data, track and forecast budget expenditures.
• Helping manage projects and coordinate activities, conduct third-party supplier due diligence and support change efforts.
• Setting up, planning, and coordinating with vendors.
• Maintaining and creating detailed, accurate reports and workflows.
• Tracking and tracing all accounts payable (AP) deliverables.
• Performing internal audits and supporting eternal efforts for oversight and accountability Completing ad hoc reporting and data entry as needed.
• Finding vendors and proposals based on URS.
• Creating and tracking Capital Expenditure Requests (CER), SAP Purchase Requisitions
• (PRs), and Good Receipt Notices (GRNs), and other services and payment transactions. Securing vendor quotes for analysis and providing technical comparisons for OPEX and CAPEX expenditures.
• Working with Global (India) and U.S. Supply Chain/Procurement, Finance, Facilities,
• Warehouse Departments and other stakeholders and managers as designated by the Department Head.
• Drafting vendor requirements and criteria, develop the scope of services for projects and contracts and manage execution from planning to inception and completion.
• Developing a system for accurate and comprehensive electronic recordkeeping related to special projects, contractual vendor relationships and departmental initiatives.
• Performing other site services and vendor relations duties as assigned.
• Partner with other functional teams on payment-related matters and transactions to include serving as backup to similar roles in departments like but not limited to Engineering and Facilities, HR, and EHS.

Education Qualifications

• A minimum of a high school diploma/GED, or foreign equivalent education credential is required. An associate's degree or higher in business administration, engineering, pharmaceutical sciences or relevant field of study from an accredited institution is preferred.
• Must fluently speak English as a first or second language.
• Must fluently communicate and understand (read and write, present) in English.

Experience

• A minimum of three (3) years of experience in facilities, procurement/purchasing, site services, or vendor relations in an industrial manufacturing setting is required
• Possess knowledge of Cipla's capital expenditures, procurement, financial/accounts payable processes.
• Handling and overseeing CAPEX approvals from budgeting and request creation through to product and/or services delivery.
• Experienced using SAP, Concur Expense Reporting, and CER systems proficiently.

• Cimmra Portal user experience preferred.
• Experience leading or contributing to vendor systems integrations is preferred.
• Creating PRs, POs, and GRNs.
• Interfacing vendors and handling payments on behalf of the Company.
• Excellent customer service skills and experience handling difficult people, and defusing and deescalating situations.
• Managing multiple projects and prioritizing workload.
• Collaborating and working with a diverse range of stakeholders in a multi-cultural setting for optimal execution of activities.
• Training others on applicable site services processes, policies and procedures.
• Proficient user of Microsoft Office Suite to include Excel, PowerPoint, Outlook, Word, etc., with experience and knowledge of using calculators, and word processing and spreadsheet programs.
• A self-starter with the ability to develop and implement process improvement practices.
• Working in Good Manufacturing Practices (GMP) in a pharmaceutical setting is preferred

Skills/ Competencies

• Must possess and demonstrate good math and accounting aptitude.
• Strong data analytical, interpreting, and reporting skills with keen attention to details and ensuring accuracy in data and information.
• Ability to demonstrate competent judgement, decision-making, and analytical thinking.
• Ability to maintain confidentiality and protection of confidential and proprietary information/documents.
• Strong organizational and time management  skills, and ability to prioritize and multitask in a fast-paced environment  under tight deadlines.
• Strong problem-solving skills, flexibility, and adaptable to change.
• Maintain good working relationships with all stakeholders inside and outside the firm.
• Self-motivated with the ability to work in a fast-paced, highly energetic manufacturing environment handling multiple tasks simultaneously.
• Demonstrate honesty, trust, integrity, strong business ethics and compliance.
• Demonstrate "can do" and "will do" attitude and approach.
• Ability to work autonomously and under close or general supervision.
• Ability to read, write and speak clearly/coherently and effectively in English.

Physical Demands

• Ability to lift up to 25 pounds with or without assistance.
• Sitting at a desk and/or working at a computer or other "screen" 75% or greater for an 8-hour period or longer.
• Able to frequently stand, bend, walk, sit, climb, balance, stoop or crouch, kneel, reach, push, pull, grasp, feel, talk, write, type, listen and hear.
• Must be able to wear personal protective equipment (PPE) such as hard hat, hair net, safety shoes, glasses, lab coat, and other required gear.
• Must be able to work productively in an open office area with consistent people traffic and interactions.
• Must be able to travel occasionally, up to 15%, domestically and between Company sites and vendor locations as needed.

• Must have a valid driver's license and unrestricted record for travel purposes.