Administrative Coordinator

This is a fixed term position for 6 months, with possibility to make it permanent in 2027

Working hours: 08:00 am - 04:30 pm or 08:30 am to 05:00 pm

32 - 40 hours per week

Must be able to work on Fridays

The OneSource On-Site Administrative Coordinator provides first level customer contact for scheduled and unscheduled equipment maintenance and repairs, provides purchase orders to Original Equipment Manufacturer/Third Party Vendors (OEM/TPV) for services not covered in program schedules entitlements both for TPV and On-site Service Engineers to meet service level agreement (SLA) requirements, assists the customer with requests for equipment adds, deletes or changes and provides vendor expediting services to and from the equipment location as required.

Responsibilities:

3rd parties/OEM’s and PerkinElmer (PE) maintain on-site service Planning

• Respond to service requests in a timely manner, utilizing standard global processes.
• Responsible to schedule service entitlements with PE engineers and TPV providers to meet performance due dates and SLA completion rates.
• Create vendor purchase orders for services not covered in program following PE approval guidelines.
• Follow up to ensure that all questions/requests/customer commitments are responded to or resolved to the customer’s satisfaction.
• Collect required customer and equipment data to initiate the move, add, change process, and to assist completion of the chargeback process.
• Communicate with and provide basic technical and administrative backup support to the other on-site teams as required.
• Review closed call reports, Correct Level I outliers and assist obtaining reasons for Level 2 outliers
• Responsible for signing in 3rd parties /OEM’s engineers and collecting the service reports; executing escalation procedures as necessary for 3rd parties/OEM’s; doing the necessary entries inside PE Maintenance Management System (SAP) and if required in customer MMS; planning processes and providing input so that the customer's required maintenance will take place according to maintenance plan; along with controlling and adjusting maintenance failures so that the repair services are performed according to the agreed KPIs

Contract management / planning assistance

• Responsible for the monitoring of the purchased service maintenance contracts in SAP
• Assist OneSource Customer Operations (OSCO) purchase in Quote creation / demand for the OneSource business utilizing standard global processes.
• Assist OSCO in Equipment Record creation with line item detail required to schedule service
• Assist OSCO in manage the change control process for equipment adds, deletes and changes
• Support Laboratory Relocation, Laboratory IT and Scientific Services projects through equipment creation, service call creation, and coordination with the field teams. Result: Providing proper administration for the Maintenance Plan.

Invoicing assistance

• Responsible for asking repair quotes to 3rd parties/OEM’s
• Obtain and Review TPV service reports utilizing the standard global process, to confirm completeness and assist OSCO that work performed matches the invoiced amount.
• Assist OSCO in Identifying equipment and activities not included in the OneSource agreement and assist OSCO to prepare the events for customer chargeback invoicing.
• Assisting OSCO in resolving billing errors for manage service events.
• Complete SAP documentation with labor and travel costs, parts quantity, detail and cost.

Requirements:

• Strong PC and Microsoft Windows skills
• Familiarity with use of any order management software (SAP)
• High school level education or equivalent background built with practical experience in similar job
• Demonstrated ability to provide customer service via telephone
• Languages: Dutch and English both spoken and written
• Knowledge of French would be nice to have but not required
• Familiarity with pharmaceutical R&D chemistry lab operations