Receptionist (part-time role, 20 hours/per week)

Pracovní nabídka

Ensure smooth operation of the reception desk and Finance Center, providing high-level administrative support and specialized assistance in financial processes, Car Fleet management, and contract management.

This role does not enable working from home. Physical presence in the office is a must-have.

Please note that the employment contract will be held directly with our third-party employer of record, who provides employee leasing services to Roche, while your daily work and onboarding will be embedded within Roche.

Key Areas of Responsibilities

Reception and (Operational) Office Management

• Covering Reception and Office Management duties, including booking and preparing meeting rooms, visitor management, managing entry cards and badges, and supporting parking queries.
• Ordering business cards, stamps, and first aid kits.
• Ordering catering and provision of refreshment for training & company events.
• Management and restocking of refreshment supplies.
• Arranging and tracking incoming/outgoing shipments, post office services (handling incoming and outgoing mail, packages, couriers, franking machine, clearance of employee's shipments).
• Coordinating Messenger Services and handling of incoming Roche office calls and their transfer.
• Monitoring Roche Prague email address (i.e. PhV responsibilities) and tracking Medical & Pharmacovigilance questions.
• Vendor management (Cleaning, Florist, furniture repairs, etc.), including inspecting quality and ordering ad-hoc cleaning/repairs when necessary.
• Providing support to SHE, Security Officer & Operations Partner in related matters and tasks.
• Distribution of antigen tests / HPV tests for employees.
• Acting as a coordinator for fire drills and SHE initiatives.
• Communicating and collaborating with building maintenance (solving problems and issues).
• Participating in ad-hoc projects and duties and assisting colleagues with queries.

Finance and Administrative Support

• Invoice registration, Scanning, Monitoring & communication with Finance department.
• Annual POs creation in MyBuy for office services, invoice approvals, and accrual for annual POs.
• Onesto business travel: creating profiles for new employees.
• Send grants for payment and process.

Contract Management and Transparency

• CAS System responsibility: contract preparation and approval flow.
• Tracking contracts progress, administering contracts, and preparing reports (PhV, sponsorships), if needed.
• Providing redaction, anonymizing business secrets, checking the registry, and publishing anonymized contract via data box in the mandatory Contract Czech registry.
• Archiving physical and virtual contracts.
• In charge of creation and different changes of customers using BPMS.
• Revising existing procedures or developing new ones to increase efficiency of contract processing and supplies processing.
• BCD agency: ToV with HCP names and spending per request categories, and upload evidence of sponsorships to TSR tool (including PO checks in each contract).

Car Fleet Activities (Pharma/Diagnostics Divisions)

• Managing Car Log books for fuel deduction.
• CCS card distribution and fines procedures.

Who You Are 

• High school education
• Proven work experience in a similar role
• Excellent communication skills
• Excellent knowledge of English & Czech both written and spoken
• Representative manner
• Organizational skills
• Priority management and ability to act with sense of urgency
• Independence and responsibility
• Interest or experience in Finance activities is a plus
• Highly motivated and curious to learn

Please send us your CV in English.