1. Contract and Vendor Management

• Vendor Management:
  • Initiate and manage vendor requests, ensuring proper processes (e.g., TPRM, shopping carts, cost allocation).
  • Handle correspondence with vendors, prepare offers for additional services, and monitor completion.
  • Collect and prepare Health, Safety, and Environment (HSE) documentation to ensure compliance throughout the contract lifecycle.
  • Ensure contracts meet GxP standards to comply with regulations.
• Contract Management:
  • Review and finalize vendor contracts with Procurement and internal teams.
  • Facilitate contract signing and maintain legal compliance.
  • Store signed contracts and maintained accurate records in the Novartis database.
• Database Maintenance:
  • Update vendor and contract records for accuracy and compliance.
  • Conduct regular audits of the database to identify discrepancies or improvements.
  • Manage landlord charges (e.g., rent invoices, discounts, guarantees) and coordinate changes with BPA and Accounting.
  • Collaborate on lease contract adjustments with the central Lease Administration team.

2. Costs of Doing Business

• Assist in preparing cost approvals (CARs) for small facility projects with relevant teams.
• Create purchase orders (POs) for approved expenses.

3. Facility Operations & Administration

• Manage POs, goods receipts, vendor payments, property taxes, and lease documentation.
• Collaborate with REFS Head and BPA to manage budgets, optimize costs, and ensure smooth facility operations.
• Use financial tracking tools to monitor expenses, provide cost transparency, and assist with decision-making.
• Prepare analytics and reports to support the Facility Manager.
• Track and optimize utilities while coordinating asset management in SAP.
• Handle administrative tasks as needed, including GxP-related services compliance where applicable.
• Recharge pass-through costs from REFS to business units and manage sub-leasing activities (contracts, invoices, etc.).

Work Experience / Skills Required:

• Administrative routines in Facility Management operations, Vendor and Contract management; Finance admin, Analytical skills
• Knowledge of legal and regulatory compliance for contracts.
• Understanding financial principles related to facility management.
• BSc/BA in Business Administration or Finance
• Excellent communication and organizational skills to manage correspondence and deadlines efficiently.
• Proactive and collaborative approach
• SAP & Ariba platforms
• Good level of English language