Overview
Office Manager/Marketing Coordinator – Kirkland, QC Jobs in Québec City, Canada at CSL
Location: Québec City
The Office Manager/Marketing Coordinator provides critical day-to-day support to the Canadian team, ensuring seamless office operations and effective cross-functional coordination. This role partners closely with Commercial Operations leadership, Finance, Procurement, Customer Relations, and external vendors to manage administrative processes, track budgets and contracts, and support key business activities.
In addition to overseeing office management and logistics, the position plays a key role in maintaining internal and external communications, supporting customer service during peak periods, and ensuring compliance with safety, security, and business continuity requirements. This is a highly visible, hands-on role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities:
Support Head Commercial Operations with meeting arrangements, agendas and minutes, formatting of documents, and general office duties.
Process & track vendor estimates and invoice payments in SAP; liaise with procurement and suppliers to resolve issues. Accurately maintain budget tracker and attend monthly finance meetings. Deposits cheques & inform relevant departments.
Liaise with vendors, legal and procurement for MSAs & SOW documents;
Create, track and follow up on contracts and agreements in Companion database
Support logistics for internal/external meetings & organize team building and volunteering events.
Maintain CSL Seqirus intranet and website making updates in a timely manner. Lead implementation of Global employee communication campaigns.
Support Customer Relations with customer calls, order placement and shipping as required.
Ensure smooth running of the office:
Purchase office supplies; maintain equipment inventory; manage vacation trackers etc.
Coordinate with landlord for janitorial services, maintenance, and repairs.
Support managers for onboarding new employees with IT equipment, cell phones, fleet car rental and security passes·
Coordinate IT technician monthly visits and ensure any IT issues are addressed.
Lead and follow safety and security requirements/procedures and train employees and lead annual update and training of Canadian Business Continuity Plan.
Lead document storage and destruction process as required.
Accountabilities:
Working with suppliers, processing estimates in financial (SAP) system and tracking promotional budgets, purchase orders and invoice payments. Oversee day-to-day office functions and administrative operations including office equipment systems, facility management, office supply purchasing, to ensure maximum operation efficiency and productivity.
Updates intranet and internet & updates employees on Seqirus/CSL global activities and initiatives.
Lead safety and security requirements, including update of contingency plans, employee training and responding appropriately to any incidents.
Supports Customer Service as needed, especially during flu vaccine delivery season.
Other job duties that may be assigned from time to time. ( ex. Brand ambassador)
Competencies:
Strong command of Outlook, Microsoft Word, PowerPoint, Excel, Teams, Notes. Experience in SAP and Companion preferential.
Strong oral and written communication skills necessary to successfully execute cross-functional projects and interact directly with internal and external customers.
Ability to maintain confidential status of sensitive documents.
Strong organizational skills
Ability to prioritize work/tasks
Self-starter, able to work independently
Adaptable, flexible within a fast-paced, deadline oriented environment
Detail oriented
Minimum Requirements:
Two-year college diploma or equivalent
3-4 years’ experience in a similar position, ideally in the Pharmaceutical Industry
Fully bilingual in French and English
Le/la Gestionnaire de bureau / Coordonnateur(trice) marketing fournit un soutien opérationnel essentiel au quotidien à l’équipe canadienne, en assurant le bon fonctionnement des activités de bureau et une coordination efficace entre les différentes fonctions. Ce rôle travaille en étroite collaboration avec la direction des opérations…
Title: Office Manager/Marketing Coordinator – Kirkland, QC
Company: CSL
Location: Québec City, Canada
Category:
