Office Manager/Marketing Coordinator - Kirkland, QC

The Office Manager/Marketing Coordinator provides critical day-to-day support to the Canadian team, ensuring seamless office operations and effective cross-functional coordination. This role partners closely with Commercial Operations leadership, Finance, Procurement, Customer Relations, and external vendors to manage administrative processes, track budgets and contracts, and support key business activities.

In addition to overseeing office management and logistics, the position plays a key role in maintaining internal and external communications, supporting customer service during peak periods, and ensuring compliance with safety, security, and business continuity requirements. This is a highly visible, hands-on role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

• Support Head Commercial Operations with meeting arrangements, agendas and minutes, formatting of documents, and general office duties.

• Process & track vendor estimates and invoice payments in SAP; liaise with procurement and suppliers to resolve issues. Accurately maintain budget tracker and attend monthly finance meetings. Deposits cheques & inform relevant departments.

• Liaise with vendors, legal and procurement for MSAs & SOW documents; Create, track and follow up on contracts and agreements in Companion database

• Support logistics for internal/external meetings & organize team building and volunteering events.

• Maintain CSL Seqirus intranet and Seqirus.ca website making updates in a timely manner. Lead implementation of Global employee communication campaigns.

• Support Customer Relations with customer calls, order placement and shipping as required.

• Ensure smooth running of the office:

  • Purchase office supplies; maintain equipment inventory; manage vacation trackers etc.

  • Coordinate with landlord for janitorial services, maintenance, and repairs.

  • Support managers for onboarding new employees with IT equipment, cell phones, fleet car rental and security passes

  • Coordinate IT technician monthly visits and ensure any IT issues are addressed.

  • Lead and follow safety and security requirements/procedures and train employees and lead annual update and training of Canadian Business Continuity Plan.

  • Lead document storage and destruction process as required.

Accountabilities:

• Working with suppliers, processing estimates in financial (SAP) system and tracking promotional budgets, purchase orders and invoice payments. Oversee day-to-day office functions and administrative operations including office equipment systems, facility management, office supply purchasing, to ensure maximum operation efficiency and productivity.

• Updates intranet and internet & updates employees on Seqirus/CSL global activities and initiatives.

• Lead safety and security requirements, including update of contingency plans, employee training and responding appropriately to any incidents.

• Supports Customer Service as needed, especially during flu vaccine delivery season.

• Other job duties that may be assigned from time to time. ( ex. Brand ambassador)

Competencies:

• Strong command of Outlook, Microsoft Word, PowerPoint, Excel, Teams, Notes. Experience in SAP and Companion preferential.

• Strong oral and written communication skills necessary to successfully execute cross-functional projects and interact directly with internal and external customers.

• Ability to maintain confidential status of sensitive documents.

• Strong organizational skills

• Ability to prioritize work/tasks

• Self-starter, able to work independently

• Adaptable, flexible within a fast-paced, deadline oriented environment

• Detail oriented

Minimum Requirements:

• Two-year college diploma or equivalent

• 3-4 years experience in a similar position, ideally in the Pharmaceutical Industry

• Fully bilingual in French and English

Le/la Gestionnaire de bureau / Coordonnateur(trice) marketing fournit un soutien operationnel essentiel au quotidien a lequipe canadienne, en assurant le bon fonctionnement des activites de bureau et une coordination efficace entre les differentes fonctions. Ce role travaille en etroite collaboration avec la direction des operations commerciales, les finances, les achats, les relations clients et les fournisseurs externes afin de gerer les processus administratifs, suivre les budgets et les contrats, et soutenir les principales activites de lentreprise.

En plus de superviser la gestion du bureau et la logistique, ce poste joue un role cle dans le maintien des communications internes et externes, le soutien au service client durant les periodes de pointe, ainsi que le respect des exigences en matiere de securite, de surete et de continuite des activites. Il sagit dun role tres visible et operationnel, necessitant dexcellentes competences organisationnelles, une grande attention aux details et la capacite de gerer plusieurs priorites dans un environnement dynamique.

Responsabilites:

• Soutenir le/la responsable des operations commerciales pour lorganisation des reunions, la preparation des ordres du jour et des comptes rendus, la mise en forme des documents et les taches administratives generales.

• Traiter et suivre les devis fournisseurs et les paiements de factures dans SAP ; collaborer avec les achats et les fournisseurs pour resoudre les problemes. Maintenir avec precision le suivi budgetaire et participer aux reunions financieres mensuelles. Deposer les cheques et informer les departements concernes.

• Collaborer avec les fournisseurs, le service juridique et les achats pour les contrats-cadres (MSA) et les enonces de travaux (SOW) ; creer, suivre et relancer les contrats et accords dans la base de donnees Companion.

• Soutenir la logistique des reunions internes et externes ; organiser des activites de consolidation dequipe et des evenements de benevolat.

• Maintenir lintranet CSL Seqirus et le site web Seqirus.ca en effectuant les mises a jour en temps opportun ; diriger la mise en uvre des campagnes de communication internes globales.

• Soutenir lequipe des relations clients en repondant aux appels, en passant des commandes et en organisant les expeditions, au besoin.

• Assurer le bon fonctionnement du bureau :

  • Acheter les fournitures de bureau ; maintenir linventaire des equipements ; gerer les suivis de conges, etc.

  • Coordonner avec le proprietaire pour les services dentretien, la maintenance et les reparations.

  • Soutenir les gestionnaires dans lintegration des nouveaux employes (equipement informatique, telephones mobiles, location de vehicules de flotte, badges de securite).

  • Coordonner les visites mensuelles des techniciens informatiques et veiller a la resolution des problemes IT.

  • Diriger et appliquer les exigences/procedures de securite et de surete ; former les employes et piloter la mise a jour annuelle du plan de continuite des activites au Canada.

  • Gerer les processus darchivage et de destruction des documents, selon les besoins.

Responsabilites cles (Accountabilities):

• Travailler avec les fournisseurs, traiter les devis dans le systeme financier (SAP) et assurer le suivi des budgets promotionnels, des bons de commande et des paiements de factures. Superviser les fonctions quotidiennes du bureau et les operations administratives (equipements, gestion des installations, achats de fournitures) afin dassurer une efficacite et une productivite optimales.

• Mettre a jour lintranet et le site internet et informer les employes des activites et initiatives globales de Seqirus/CSL.

• Diriger les exigences en matiere de securite et de surete, y compris la mise a jour des plans de contingence, la formation des employes et la gestion appropriee des incidents.

• Soutenir le service client au besoin, notamment pendant la saison de livraison des vaccins contre la grippe.

• Effectuer toute autre tache assignee ponctuellement (ex. : ambassadeur de marque).

Competences:

• Excellente maitrise dOutlook, Microsoft Word, PowerPoint, Excel, Teams, Notes ; une experience avec SAP et Companion est un atout.

• Excellentes competences en communication orale et ecrite, essentielles pour mener a bien des projets transversaux et interagir avec des clients internes et externes.

• Capacite a maintenir la confidentialite des documents sensibles.

• Solides competences organisationnelles.

• Capacite a prioriser les taches.

• Autonomie et capacite a travailler de maniere independante.

• Adaptabilite et flexibilite dans un environnement dynamique axe sur les delais.

• Sens du detail.

Exigences minimales:

• Diplome collegial de deux ans ou equivalent

• 3 a 4 ans dexperience dans un poste similaire, idealement dans lindustrie pharmaceutique

• Bilinguisme complet en francais et en anglais

We encourage you to make your well-being a priority. Its important and so are you. Learn more about how we care at CSL.

CSL is a leading global biotechnology company with a dynamic portfolio of life-saving medicines, including those that treat haemophilia and immune deficiencies, as well as vaccines to prevent influenza. Since our start in 1916, we have been driven by our promise to save lives through innovation. Learn more about CSL .

At CSL, Inclusion and Belonging is at the core of our mission and who we are. It fuels our innovation day in and day out. By celebrating our differences and creating a culture of curiosity and empathy, we are able to better understand and connect with our patients and donors, foster strong relationships with our stakeholders, and sustain a diverse workforce that will move our company and industry into the future. Learn more Inclusion and Belonging | CSL