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Office Management Executive

1 week ago

Copenhagen, Copenhagen, Denmark Syngenta Full time

Company Overview: Syngenta Crop Protection is a leader in agricultural innovation, bringing breakthrough technologies and solutions that enable farmers to grow productively and sustainably.

Job Summary: We are seeking a proactive and enthusiastic Admin Coordinator for our business operations, based in the Copenhagen office in Denmark.

Key Responsibilities:

  • Support Procurement activities
    • Act as the primary point of contact for all procurement-related activities within the Nordics organization.
    • Open and manage purchase orders, track progress, and resolve issues and discrepancies.
    • Act on incoming invoices, verify the accuracy, coordinate with finance for timely payment, and address discrepancies.
    • Facilitate the procurement process from requisition to purchase order, ensuring adherence to company policies and guidelines.
    • Continuously monitor procurement activities, identify areas of improvement, and implement process enhancements.
  • General Administrative Support
    • Manage day-to-day administrative tasks to ensure the smooth functioning of the office.
    • Maintain office supplies inventory, place orders as needed and ensure cost-effective procurement.
    • Coordinate with external vendors for services such as maintenance, repairs, cleaning, and security.
    • Coordinate office operations such as administration of P-licenses, freight, post and package handling, keys, ordering flowers, and alarm system.
    • Maintain filing systems, both electronic and physical.
    • Responsible for contracts and sending review reminders.
    • Handle incoming phone calls, door, and mailboxes and act as point of contact.
  • Local point of contact for Health, Security, and Environment
    • Implement HSE policies and procedures in alignment with local regulations and company guidelines and responsible for internal HSE reporting.
    • Monitor performance metrics and foster a culture of safety and compliance throughout the organization.
    • Responsible for arranging first aid, safe driving and similar activities connected to AMO.
    • Updating the ECMS (Emergency Crisis Management System), contingency plans, training of members etc.
  • Provide support to the Management Team, the Sales and Supply team, and the IT Manager
    • Assist in organizing company events, team activities, and annual conference.
    • Coordinate arrangements e.g. birthdays, anniversaries and manage employee giftbox.
    • Coordinate IT office purchases and escalation of matters connected to shared IT office facilities.
    • Provide support to the sales team by entering and maintaining events, prices and bonus through the SAP system.

Requirements:

  1. Proven experience in a similar role (e.g., office coordinator, administrative assistant, procurement assistant, Sales Operations Assistant, or Supply Chain Assistant) preferably from a company with a global range.
  2. Strong understanding of procurement processes and experience in managing end-to-end procurement activities.
  3. Familiarity with SAP or other enterprise resource planning (ERP) systems.
  4. Excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
  5. Fluent in English, understanding of Nordic languages.
  6. Great communication skills with a customer-oriented mindset.
  7. Can-do attitude with the ability to multitask and prioritize in a fast-paced environment.
  8. Discretion and confidentiality when handling sensitive information.
  9. Problem-solving skills and ability to take initiative.