Job Description
Senior Site & Projects Coordinator
- Permanent, full-time role with competitive remuneration and benefits
- Location: Upper Hutt, Wellington, New Zealand
- Working hours: 8:00am to 4:30pm
- Career growth: Expand your expertise in a growing, successful industry
- Professional development: Gain valuable experience in a dynamic, evolving role
The Senior Site & Projects Coordinator role provides effective and consistent senior administrative support to the business and provides specialised support to site business units and/or teams in matters related to those area(s) of responsibility. Support may be provided to one or more directors, managers or department staff, and includes responsibility for mentoring other site support colleagues.
The Senior Site & Projects Coordinator role sits within the Global Animal Health Manufacturing (GAHM) Upper Hutt organisation in the engineering department and reports to the Facilities Manager.
What You Will Do
Responsibilities include, however not limited to:
Leadership and collaboration:
- Set priorities with sound judgement, maintaining discretion and confidentiality at all times
- Mentor and support peers, especially the Site & Project Coordinator
- Build relationships across the organisation and lead or participate in cross-functional teams
- Drive productivity, cost reduction, compliance, and employee experience through cross-functional initiatives
- Partner effectively with Finance, Legal, Procurement, HR (Human Resources), EHS (Environment, Health and Safety), Production, and Quality
- Foster a culture aligned with our company’s ways of working and values
Support Daily Management activities through:
- Lead and/or participate in team meetings using data to track performance, surface issues, and enable proactive problem solving
- Analyse team trends, escalate systemic issues, and lead root cause analyses with CAPAs (Corrective and Preventive Actions)
- Provide accurate, timely information aligned with organisational policies and procedures
- Supply contractor and supplier data to support negotiations, monitor performance, and resolve escalations
- Liaise with stakeholders, contractors, and suppliers to ensure service delivery
- Provide administrative and operational support to the Site Manager, Leadership team, and role-specific stakeholders
Meetings Management:
- Lead complex event logistics (e.g., Christmas functions, major site meetings), including venue sourcing, travel and accommodation, communications, budget ownership, vendor negotiations, and post-event evaluation
- Arrange and attend meetings, conferences, and functions; take minutes; record and track actions
- Liaise with the meetings team regarding travel or online travel platform issues
General Administration:
- Raise and track POs (Purchase Orders), process invoices, manage accruals, and drive on-time payments; track vendor performance in PO (Purchase Order) management
- Reconcile purchasing (“PCard” (Purchasing Card)) and corporate meeting cards
- Oversee induction and onboarding for employees and contractors; standardise processes and provide performance metrics
- Track inductions and training requirements for contractors; maintain training records
- Identify team spend-optimisation opportunities
- Design workplace wellbeing initiatives, measure impact, and report outcomes
- Lead continuous improvement projects to streamline processes and reduce cycle times; quantify benefits and sustain gains via standard work
- Provide cover for Site & Projects Coordinator tasks when needed
- Maintain documentation per company and relevant Quality standards
Specialised Site Support Activities:
- Execute small capital projects and complex tasks under supervision (e.g., new documentation system, compiling building WOF (Warrant of Fitness) documentation)
- Support the Facilities Manager in managing suppliers (cleaning, security, cafeteria)
- Assist with RFC (Request for Capital) documents; liaise with stakeholders and vendors to deliver capital items and services to site requirements
- Support Project Managers/Engineers in tracking project progress and ensuring decisions are accurately recorded
- Administer security card systems and manage security and fire monitoring systems
- Coordinate with site services vendors (café, cleaners, laundry, pest control, grounds, utilities)
- Train and support site teams on work systems platforms (e.g., purchasing)
- Prepare and facilitate project reviews and presentations
- Support development, review, update, and use of project guidelines and SOPs (Standard Operating Procedures)
- Implement and manage continuous improvement projects to enhance project performance and delivery
- Monitor and report on project progress and resources, including costs and timelines
- Manage contract correspondence, including reviews and variations
- Coordinate the project risk register and mitigation plans
What You Must have
- Relevant two-year certificate qualification and at least solid prior experience in Administrative or Projects Management coordination role at an equivalent level.
- Previous experience supporting at Director/Manager level and/ or supporting multiple people in a team environment.
- Superior organisational skills and experience and a systematic approach to work.
- Ability to manage conflicting priorities and respond in a timely, effective manner.
- Ability to work with a high level of attention to detail.
- Excellent communication skills, both verbally and in writing.
- Intermediate/Advanced level user experience of MS Word, MS PowerPoint, MS Excel, MS Outlook. Experience with using SAP (or similar), and programme platform management preferred
What You Can Expect
- Work autonomously whilst being supported, encouraged and being part of a trusted Global Leading Animal Health organisation
- Exposure to upskill and develop in your role
- Flexibility and opening doors to other opportunities and skillsets
- Joining a collaborative team of likeminded individuals
We are proud to be a company that embraces the value of bringing diverse, talented, and committed people together. The fastest way to breakthrough innovation is when diverse ideas come together in an inclusive environment. We encourage our colleagues to respectfully challenge one another’s thinking and approach problems collectively. We are an equal opportunity employer, committed to fostering an inclusive and diverse workplace.
Required Skills:
Accountability, Accountability, Administrative Coordinating, Business Efficiency, Commercial Contract Negotiations, Communication, Contract Management, Cost Reduction, Customer Experience Management, Customer Loyalty, EHS Compliance, Environmental Health And Safety, Event Planning, Legal Compliance, Mail Management, Mail Operations, Market Penetration, Meeting Management, Office Applications, Office Productivity, Office Services, Organization Administration, Peripheral Devices, Process Improvements, Procurement {+ 4 more}
Preferred Skills:
Current Employees apply HERE
Current Contingent Workers apply HERE
Search Firm Representatives Please Read Carefully
Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.
Employee Status:
Regular
Relocation:
VISA Sponsorship:
Travel Requirements:
Flexible Work Arrangements:
Not Applicable
Shift:
Valid Driving License:
Hazardous Material(s):
Job Posting End Date:
01/13/2026
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