Office Manager and Finance & IBEX coordinator

Job Title: Office Manager and Finance & IBEX coordinator

Introduction to role:Do you thrive on orchestrating seamless operations that free leaders and teams to focus on breakthroughs for patients? Can you see yourself turning a complex, fast-moving day into a frictionless experience for everyone who walks through our doors?

This role is the heartbeat of our office and a trusted partner to senior leadership. You will lead the daily rhythm of our workplace, ensuring every interaction—whether with employees, visitors, or partners—reflects our standards and ambition. From front-of-house excellence to ERP-driven purchasing and risk-managed vendor onboarding, you will create the systems and clarity that keep the business moving at pace.

As Finance and IBEX coordinator, you will work closely with the CFO and IBEX Director, represent them with stakeholders, and coordinate initiatives that improve how we operate. You will embed safety, drive digital ways of working, and use data and judgment to anticipate needs before they surface. Your impact will be measured in time saved, risks reduced, and an office culture where people can do their best work.

Accountabilities:- Office Leadership and Experience: Own the end-to-end office experience, setting standards for service, hospitality, and responsiveness so teams and guests feel supported and equipped from arrival to departure.- Executive Support and Representation: Respond on behalf of the CFO/IBEX Director to stakeholders with sound judgment and a high level of professionalism, resolving competing priorities and safeguarding momentum.- Calendar and Stakeholder Coordination: Manage complex agendas for senior managers, triage and redirect enquiries, and align schedules to enable timely decisions and effective engagement across teams.- Documentation and Communications: Produce accurate, well-structured materials—correspondence, contracts, minutes, reports, presentations—in both English and local language as required, ensuring clarity and precision.- Digital and ERP Operations: Create purchase requests in SAP, maintain accurate records, and champion digital tools (Microsoft Office suite and beyond) to streamline workflows and improve data access.- Facilities and Vendor Management: Ensure supplies and services are always available by managing partners such as cleaning and office suppliers, and establish risk management processes for new vendors to protect the business.- Meeting and Travel Orchestration: Coordinate internal and external meetings and conferences end to end—scheduling, travel, logistics, and amenities—so participants can focus on outcomes, not admin.- Project and Process Improvement: Lead and support project-based administrative work, applying structure and follow-through to deliver on time and improve everyday processes for the wider team.- Finance and IBEX Coordination: Support finance-related coordination and IBEX initiatives, consolidating information, tracking actions, and preparing updates that help leadership steer priorities.- SHE Leadership and Compliance: Execute Safety, Health and Environment responsibilities as an active member of the SHE Committee, including annual plan delivery, reporting, training arrangements, and awareness for employees, contractors, and visitors.- Information Readiness and Reporting: Prepare analyses, presentations, and official information releases for internal and external stakeholders, ensuring accuracy, consistency, and alignment with corporate standards.- Coaching and Knowledge Sharing: Guide and mentor less experienced administrative and help desk colleagues, building capability and a consistent service standard across the office.- Self-Management and Prioritization: Plan and organize your workload independently, balancing short-term demands with longer-term commitments to deliver reliably in a fast-paced environment.

Essential Skills/Experience:- Good interpersonal skills- Prior PA Experience- Ability to follow processes- Good written and spoken communication skills- Very good written and spoken English- Specialist knowledge in relation to administrative/business support activities in the relevant area- Competent in the use of relevant office equipment and systems- Experience of a variety of software/systems esp. Microsoft Office, SAP & being digital savvy- Able to undertake a full range of mathematical calculations/activities relevant to the area of work- Strong customer service orientation

Desirable Skills/Experience:- Relevant vocational qualifications or equivalent experience- Negotiation skills- Project management orientation

Why AstraZeneca:Join a high-performing, digitally savvy community that powers scientific progress by making complex operations simple and effective. You will collaborate with colleagues from finance, science, and technology—often in the same room—unleashing bold ideas and turning them into practical solutions that accelerate our impact for patients. We pair ambition with support, valuing kindness as much as drive, and we work with pace while keeping ethics and transparency at the center. Your achievements will be recognized and celebrated, with rewards that reflect our long-term commitment to your growth and contribution.

Call to Action:If you are ready to shape the heartbeat of our office and enable leaders to deliver more for patients, step forward and tell us how you will make an immediate impact!

Date Posted

01-Jun-2026

Closing Date

30-Aug-2026

AstraZeneca embraces diversity and equality of opportunity.  We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills.  We believe that the more inclusive we are, the better our work will be.  We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics.  We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorisation and employment eligibility verification requirements.