ICC PDT Project Coordinator

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Job Description

The Future Begins Here

At Takeda, we are leading digital evolution and global transformation. By building innovative solutions and future-ready capabilities, we are meeting the need of patients, our people, and the planet.

Bengaluru, the city, which is India’s epicenter of Innovation, has been selected to be home to Takeda’s recently launched Innovation Capability Center. We invite you to join our digital transformation journey. In this role, you will have the opportunity to boost your skills and become the heart of an innovative engine that is contributing to global impact and improvement.  

About the Role:

As a Project Coordinator, you will play an important role in streamlining processes to allow the delivery team to focus on technical tasks, which improves delivery outcomes. This position contributes to the success of Plasma Derived Therapies Data & Digital Products through team & stakeholder communication, coordination, task tracking and assisting in aspects of hiring including onboarding.  

At Takeda’s ICC we Unite in Diversity

Takeda is committed to creating an inclusive and collaborative workplace, where individuals are recognized for their backgrounds and abilities they bring to our company. We are continuously improving our collaborators journey in Takeda, and we welcome applications from all qualified candidates. Here, you will feel welcomed, respected, and valued as an important contributor to our diverse team.

You’ll be a key contributor in aligning team members across offices, ensuring team members have a pleasant onboarding experience, and driving standard communications to keep all team members informed and engaged. By assisting with aspects of hiring, you’ll help ensure the timely posting of positions as we expand our team. You are key to managing the department schedule and events like workshops, out-of-town guests, training and more. You will create, document and implement processes surrounding your role so that processes are followed in your absence. This position will work closely with ICC leadership, PDT DD&T leadership and ICC PDT team members and will report to the PDT ICC Circle Lead for strategic alignment.

How You Will Contribute:

• Administration: Assist the team with all aspects of scheduling and managing workshops end-to-end, access requests, event planning and coordinating schedules. Provide assistance and support logistics of visitors and local workshop attendees.
• Communication: Serve as an information liaison between team members, management and relevant stakeholders to ensure information flows throughout. Seek feedback on how to continuously improve communication amongst the team.
• Documentation: Create and maintain process documentation, reports, correspondences and meeting minutes related to the Project Coordinator function.
• Onboarding: Manage all aspects of employee onboarding relating to orientation & training scheduling, distribution list management, laptop requests, information sharing, follow-up with all new employees ensuring they are settling in well and escalating any concerns.
• Hiring assistant: Assist hiring managers by ensuring job descriptions are appropriately filled, positions are approved and posted following established process, identify interview panels, and serve as liaison to TA team for coordinating interviews.
• Task tracking: Monitoring and tracking tasks to completion for a given project, including creating project plans, delegating tasks as needed and following up with peers to ensure timely completion of tasks.
• Problem-solving: Identify and resolve issues that arise within the lifecycle of a given assigned project. Identify potential risks and help develop mitigations.
• Budget Management: Assist in tracking and reporting expenditures for team and escalating discrepancies or concerns.

Minimum Requirements/Qualifications:

• Minimum 5 years of relevant work experience, or equivalent.
• Graduation in any discipline is a must.
• Consistently demonstrates good communication skills and collaboration.
• Strong PC literacy with advanced skills in Microsoft Outlook, Word, Excel, or PowerPoint.   
• Excellent verbal and written communication skills. 
• A strong team player who is comfortable working collaboratively with others.
• Must be flexible and exercise judgement in concurrent tasks and responding to deadlines.
• Proven ability to be proactive, resourceful and problem solver  
• Systematically drive the communication effort for the department and engage the team members to contribute to the department communication effort 
• Proactively grow the communication capabilities (digital) of the department 
• Ability and willingness to take on additional projects and initiatives as the need arises 
• Ability to work collaboratively with all the functions and leaders of the team 
• Apply company policies and procedures to wide range of tasks
• Experience in vendor management, negotiating and closing event contracts.

Responsibilities:

• Coordinates documents and correspondence, including letters, reports, emails, presentations, memos, faxes, etc. 
• Management of team/department calendar of events.
• Uses appropriate tools for required work including Microsoft Outlook, Word, Excel, and Power Point to track, document, report data, and maintain web pages. 
• Reviews documents and proofreads work for grammar and spelling, accuracy, consistency of terms, and completeness; ensures document text and graphics adhere to corporate and organization guidelines and standards. 
• Coordinates and/or assists with travel for the team or department or visitors.
• Collects, reviews, enters, and formats accurate data into spreadsheets, databases and other electronic tools as needed.
• Interfaces and communicates with internal and external customers; directs people to the appropriate resources. 
• Research solutions and responds to email and phone inquiries with input from direct supervisor. 
• Prepares documentation for payment of vendors, consultants, and suppliers; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees. 
• Participates in the development and maintenance of improvement processes; actively participates in self- and team audits and resulting process improvements. 
• Develops a strong network within the department; draws on network to answer questions, solve problems, and successfully execute responsibilities. 
• Demonstrates confidentiality in execution of all responsibilities. 
• Performs other duties as required

WHAT TAKEDA CAN OFFER YOU:

• Takeda is certified as a Top Employer, not only in India, but also globally. No investment we make pays greater dividends than taking good care of our people.
• At Takeda, you take the lead on building and shaping your own career.
• Joining the ICC in Bengaluru will give you access to high-end technology, continuous training and a diverse and inclusive network of colleagues who will support your career growth.

BENEFITS:

It is our priority to provide competitive compensation and a benefit package that bridges your personal life with your professional career. Amongst our benefits are:

• Competitive Salary + Performance Annual Bonus
• Flexible work environment, including hybrid working
• Comprehensive Healthcare Insurance Plans for self, spouse, and children
• Group Term Life Insurance and Group Accident Insurance programs
• Employee Assistance Program
• Broad Variety of learning platforms 
• Diversity, Equity, and Inclusion Programs
• Reimbursements – Home Internet & Mobile Phone
• Employee Referral Program
• Leaves – Paternity Leave (4 Weeks) , Maternity Leave (up to 26 weeks), Bereavement Leave (5 calendar days)

ABOUT ICC IN TAKEDA:

• Takeda is leading a digital revolution. We’re not just transforming our company; we’re improving the lives of millions of patients who rely on our medicines every day.
• As an organization, we are committed to our cloud-driven business transformation and believe the ICCs are the catalysts of change for our global organization.

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