Contractor Administrator

Job description

Role Description We are seeking a highly engaged individual to support US-based Zoetis sites with coordinating contract worker access to local facilities, as well as perform a variety of other administrative functions at the R&D Kalamazoo location. This role would interface inward to Zoetis sponsors and outward to the suppliers and workers to ensure that all required prerequisites were complete and in place as part of the on-boarding process. This role would also help ensure a smooth beginning to working at Zoetis sites via access to appropriate training and site orientation. When the duration of a contract ends, this role would partner with sponsors, site security, the supplier and the worker to facilitate an effective off-boarding process. This role would serve a second function as the primary administrative assistant within the R&D Facilities, Maintenance and Engineering teams in Kalamazoo, MI. Within that area, responsibilities would include supporting local managers and their teams with documentation, reporting and logistics. Additional responsibilities could be assigned based on the skillset of the successful candidate. Responsibilities: Receive and process contract worker (CW) on-board/off-board requests submitted by suppliers and/or Zoetis sponsors Confirm that all pre-employment requirements for in-coming CWs have been met (e.g. confirm that background checks and drug screens have been performed by the in-coming CW’s supplier) Confirm that suppliers of in-coming CWs have active agreements with Zoetis Set up CW records in HR systems if needed Send notifications and communicate instructions to Zoetis CW sponsors about their respective on-board/off-board responsibilities and other periodic administrative tasks involving their CWs Assign appropriate training curriculum to CWs depending on their assigned role and business area Administer initial and annual site orientation training to CWs (required before a Zoetis badge can be issued to a new CW) Coordinate all CW on-board/off-board processing with Zoetis Site Security Assist department managers and teams with annual records maintenance (such as job descriptions and curriculum vitae), and periodic/ad hoc records supports. Assist department managers with scheduled and ad hoc reporting that could span the gamut of facilities, maintenance, environment health and safety, capital/expense, utilities and procurement. Maintain alignment with other administrative roles within R&D, provide assistance to other groups as needed, and seek assistance when needed. Required Qualifications: Associates or Bachelor of Arts/Science Degree in a business, finance, facilities administration, scientific or engineering discipline Five or more years’ experience providing administrative support in a large multi-departmental, matrixed organization Ability to handle sensitive and confidential information Excellent communication, written and interpersonal skills Superb attention to detail Fluent in Microsoft Office applications (e.g. Word, Excel) Learning and continuous improvement mindset Ability to work on site at least 60% of the time Desired Qualifications Experience working with colleagues in facilities, maintenance, engineering, environmental health & safety (EH&S) or in the trades (carpentry, pipefitting, electricians, etc.) Full time Regular Colleague Any unsolicited resumes sent to Zoetis from a third party, such as an Agency recruiter, including unsolicited resumes sent to a Zoetis mailing address, fax machine or email address, directly to Zoetis employees, or to Zoetis resume database will be considered Zoetis property. Zoetis will NOT pay a fee for any placement resulting from the receipt of an unsolicited resume. Zoetis will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees. This includes any Agency that is an approved/engaged vendor but does not have the appropriate approvals to be engaged on a search. Notice: Zoetis Recruiters will contact candidates via email from an address ending in @zoetis.com and may also initially connect with candidates through LinkedIn, including LinkedIn InMail. Zoetis does not use Gmail, Outlook, Yahoo, or other web-based/generic email domains to communicate about job opportunities, interviews, or offers of employment. If you receive a recruitment-related email message claiming to be from Zoetis that does not come from @zoetis.com, please treat it as suspicious. For your security, do not reply, click links, open attachments, share personal or financial information, or send money in response to unexpected or questionable recruitment communications. Zoetis is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status or any other protected classification. Disabled individuals are given an equal opportunity to use our online application system. We offer reasonable accommodations as an alternative if requested by an individual with a disability. Please contact Zoetis Colleague Services at zoetiscolleagueservices@zoetis.com to request an accommodation. Zoetis also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must possess or obtain authorization to work in the US for Zoetis. Zoetis retains sole and exclusive discretion to pursue sponsorship for the acquisition or maintenance of nonimmigrant status and employment eligibility, considering factors such as availability of qualified US workers. Individuals requiring sponsorship must disclose this fact. Please note that Zoetis seeks information related to job applications from candidates for jobs in the U.S. solely via the following: (1) our company website at www.Zoetis.com/careers site, or (2) via email to/from addresses using only the Zoetis domain of “@zoetis.com”. In addition, Zoetis does not use Google Hangout for any recruitment related activities. Any solicitation or request for information related to job applications with Zoetis via any other means and/or utilizing email addresses with any other domain should be disregarded. In addition, Zoetis will never ask candidates to make any type of personal financial investment related to gaining employment with Zoetis.