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Job Description

Job Title: Workplace Experience Coordinator

Location: Grosvenor Place Sydney, Australia

About the role:

The Workplace Experience Coordinator at Takeda Oceania Head Office plays a key role in ensuring smooth internal operations, creating a positive & engaging work environment, and supporting various administrative tasks. Responsibilities include managing facilities and office operations management, internal events and catering, employee enquiries and external ‘front of house’ contact (mail & deliveries, phone calls, guest arrival process etc); as well as supporting the business as needed in a diverse range of administrative tasks.

This dynamic role requires someone proactive, well-organized, and capable of handling multiple priorities. It is ideal for someone who enjoys being central to daily operations and enhancing workplace engagement and experience. This is a predominately office-based position is designed to support the Office Manager.

How you will contribute:

Creates a positive and engaging office environment

• Demonstrates Takeda Leadership Behaviours: Think Strategically, Inspire Others, Deliver Priorities and Elevate Capabilities

• Professionally, positively & proactively demonstrates a ‘solutions mindset’ that responds to employee and business needs.

• Ensure visitor welcome and arrival process is smooth and that they are directed appropriately.

• Answer, screen, and appropriately triage in-coming phone calls.

• Manages and coordinates process for appropriate catering requests for in-house meetings and events.

• Support employee onboarding and offboarding tasks including, Security Access Management and ‘welcome packs’ to ensure a smooth experience.

• Supports maintenance of welcoming office environment

• Manage all ‘front of house’ protocols and digital processes for when reception is unattended (ie sign-in, deliveries and phone) to ensure an exceptional customer experience.

• Identify opportunities for continuous improvement, creating efficiencies and improving office employee experience.

Facilities Management and Coordination

• Manage and implement protocols that ensure a safe and well-maintained environment; including but not limited to OH&S, Fire warden and First Aid programs.

• Support the Office Manager in facilities management programs, protocols, and tracking.

• Coordinate maintenance, repair, and cleaning requests with building management (Grosvenor Place)

• Ensure common areas including stationary, storage and kitchen/catering facilities are tidy, well-maintained, and equipped according to agreed inventory.

Administrative Support

• Facilitates and adheres to the implementation of relevant Takeda policies and procedures and utilises Takeda systems effectively (E.g. Concur & Ariba)

• Liaise with vendors to ensure timely delivery and completion of agreed activities.

• Manage Australia Post and Courier services, including the distribution of incoming and outgoing mail and packages, including for external events.

• Maintains and updates company records, logs, and databases as required.

• Supports invoice reconciliation and management of Takeda vendors and accounts.

• Completes varied ad hoc administrative task to support business priorities as required.

Internal Events and Meetings Coordination

• Support and coordinate logistics, including scheduling, room setup, audiovisual equipment, and catering as required.

• Ensure meeting rooms are appropriately set up and presented at the start of each day.

• Help plan and organize internal events and meetings.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• Ability to work autonomously and in a team environment.

• Ability to handle situations calmly and efficiently.

Personal Attributes

• Friendly, approachable, and well-presented.

• Reliable and punctual.

• Positive, customer service orientation and professional attitude.

• Able to establish & maintain relationships with people across the organisation.

• Adaptable and receptive to new ideas, willing and able to adjust to changing demands and circumstances.

Working Conditions

• Office setting with a professional and dynamic atmosphere

• Standard office hours

Interaction

• Interact with Takeda employees to ensure high customer service.

• Confidence to liaise with internal and external stakeholders at all levels.

• Goes out of way to ensure that individual customer needs are met.

What you bring to Takeda:

• Qualification ideally in administration seen as an advantage.

• Demonstrated experience in customer service-oriented roles, office & facilities, or receptionist experience.

• Administrative experience in the pharmaceutical industry considered favorably.

More about us:

At Takeda, we are transforming patient care through the development of novel specialty pharmaceuticals and best in class patient support programs. Takeda is a patient-focused company that will inspire and empower you to grow through life-changing work.

Certified as a Global Top Employer, Takeda offers stimulating careers, encourages innovation, and strives for excellence in everything we do. We foster an inclusive, collaborative workplace, in which our teams are united by an unwavering commitment to deliver Better Health and a Brighter Future to people around the world.

Empowering our people to shine:

Takeda is proud in its commitment to creating a diverse workforce and providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, parental status, national origin, age, disability, citizenship status, genetic information or characteristics, marital status, status as a Vietnam era veteran, special disabled veteran, or other protected veteran in accordance with applicable federal, state and local laws, and any other characteristic protected by law.

Locations

Sydney, Australia

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time