Office Administrator (Contract)

Bausch + Lomb (NYSE/TSX: BLCO) is a leading global eye health company dedicated to protecting and enhancing the gift of sight for millions of people around the world—from the moment of birth through every phase of life. Our mission is simple, yet powerful: helping you see better, to live better.

Our comprehensive portfolio of over 400 products is fully integrated and built to serve our customers across the full spectrum of their eye health needs throughout their lives. Our iconic brand is built on the deep trust and loyalty of our customers established over our 170-year history. We have a significant global research, development, manufacturing and commercial footprint of approximately 13,000 employees  and a presence in approximately 100 countries , extending our reach to billions of potential customers across the globe. We have long been associated with many of the most significant advances in eye health, and we believe we are well positioned to continue leading the advancement of eye health in the future. 

Responsibilities: 

• Beginning of each week, download via their websites and submit weekly invoices to accounting for processing and receive each invoice in SAP:  Purolator (4), Canada Post (at most 2), FedEx (2 – 1 for Office & 1 for Vision Care/Surgical/OTC/ColdFx TwinPro Graphics shipments.

• Bi-weekly Vaughan office day:
  • Sort through mail.
  • Scan & email London Drugs claims to the credit department.
  • Cheques received: Scan & email copy of cheques to blar.canada@bausch.com.
    • Courier all cheques to the B+L Lockbox processing and email tracking # to email. 
  • Place any mail/packages received for Directors in their office. 
  • Any mail/packages received for employee(s), place in the mailroom cabinet (located in the back left corner) and email the employee(s). 
  • Courier QA product complaints and ask for commercial invoices from Sales Coordinator, where applicable to the USA. 
  • Courier any shipment requests to the QA, Vision Care, Surgical & Pharma REPs, and any packages received in the mail for them. 
  • Scan, email to accounting & receive in SAP, invoices received in the mail (Allstream (3), Bell Canada, etc.). 
  • Sort through the mail for Joy of Sight registrations and courier to TwinPro Graphics at the end of the month.  

• Ad Hoc Requests:
  • Process requisition requests (POs) & receive on invoices when submitted into SAP for CDW Canada for equipment, software, etc. for IT.
  • Miscellaneous requisition requests for Logistics Director over and above the blanket POs created for the year.
  • Place orders for the warehouse for skids of photocopier paper & items from Staples upon request, usually monthly. 
  • Daily “receiving” of invoices in SAP that have been submitted by the vendor to which I was copied on the email and when I am not copied, receive on the invoices sent to me from the accounts receivable team.
  • Order new or updated business cards for all employees. 
  • When blanket POs have run out of funds, either create a “PO change form” and submit for approval(s) or create a new PO. Note: many of the blanket POs created for freight-in or out for the warehouse have run out of funds by Sept/Oct this year due to the increased costs of shipping. 
  • Create & submit new supplier profile forms for new vendors or when a vendor’s information on file has changed (Mailing address, banking info, etc.). 

• Yearly Blanket POs
  • Mid-November/beginning of December – start the yearly blanket PO process for Logistics (56 POs), IT (16 POs) and Office Admin (8 POs).
  • First step is to check each PO in SAP for the YTD spend & generate a new spreadsheet with this information along with the vendor numbers, accounting codes, etc. 
  • Next step is to review current years spend to date and estimate dollar amounts needed for the next year with Terry Barriball. This then gets reviewed with his Finance Partner and executive summaries are created for all spend over 100K.
  • If a new contract is required, the contract goes to legal to be reviewed & legal stamped.  Next it is entered into ServiceNow for internal approvals. Once approved, the contract is sent to the vendor to sign, and the fully signed contract is uploaded into ServiceNow and sent to legal to file.  A requisition is started at this stage.
  • Any vendors under 100K which don’t require a new contract, the requisition is entered into SAP for a PO. All IT & Office Admin vendors are under 100K, and most do not require a signed contract.
  • Each blanket PO is emailed to the vendor at the beginning of the new year (or when available). Larger ones can take up to 2 months for internal approvals and to receive the yearly PO. 
  • Usually need to send the blanket PO at least 2 more times for the vendor to start adding it to their invoices or to get the PO to the appropriate person. 
  • A spreadsheet containing all the new blanket POs is emailed to B+L accounts payable to be used for referencing when the vendor has the incorrect PO on their invoices. 

• Other Miscellaneous items when in the Vaughan Office
  • Ask all guest to sign in and out of iLobby machine.
  • Order employee office door name signs.
  • Call Access to pick up boxes for storage and then schedule a time for the shredding boxes throughout the office to be cleaned out. 
  • Place order for coffee beans, tea, milk, creamers, etc. for the kitchen. 

Qualifications: 

• Have atleast 5 years of experience in Office Administration
• Undergrad degree

The masculine is used in this publication without prejudice for the sake of conciseness.
Bausch & Lomb is committed to equal employment opportunity and complies with equal employment opportunity laws in effect wherever it operates.

We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. Accommodations for job applicants with disabilities are available on request.

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