Operations & Admin Coordinator

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OBJECTIVES / PURPOSE

This role will support Commercial and Medical functions. It requires the person to provide administrative, operational and business support to the Commercial and Medical Department, which includes all logistical related matters for medical, sales & marketing events, activities and daily operations/sales updates. From time to time, the person will be required to support projects and administrative support to other functions.

ACCOUNTABILITIES

1.  Administrative and Logistical Support

·       Coordinate travel arrangements for internal and external activities, including flights, accommodation, travel insurance and travel documentation.

·       Provide logistical support for local and overseas medical, sales and marketing events, ensuring timely coordination, cost optimization and smooth execution.

·       Prepare and distribute daily sales updates to the sales team using ZP reports, including stock balances for every ZP warehouse, backorders and delivery progress, to support assessment of customer sales progress by territory.

·       Work closely with Marketing and Commercial Excellence (CE) to monitor CE KPIs and prepare monthly and quarterly reports on sales team activities. Communicate applicable cost centres, validate their use, check and categorise Concur claims submitted by sales personnel, and consolidate supporting reports for Product Manager review and sign-off, including for activities such as blitz campaigns and public events at satellite sites.

·       Manage day-to-day administrative matters for the department, including ad hoc requests from team members and cross-functional stakeholders.

2.  Sponsorship and Engagement Process

·       End-to-end sponsorship coordination, including GEARS requests, sponsorship letters, registrations, documentation, invoices and certificates.

·       Process purchase orders and payments for HCPs, sponsorships and vendors in line with internal requirements.

·       Coordinate agreement circulation for signatures and ensure documentation is complete, accurate and audit-ready.

3.  Financial and Vendor Management

·       Raise PRs/POs, track invoices and support timely payments, accruals and PO closure.

·       Liaise with vendors and suppliers on payment processes, required documentation and approval requirements.

·       Monitor the monthly Digital Accrual System (DAS) and follow up on outstanding actions.

·       Support OPEX tracking and contribute to cost-saving and process-improvement initiatives.

4.  Compliance, Audit and Close-Out Support

·       Ensure all activities comply with applicable Ethics and Compliance requirements, internal policies and approval processes.

·       Complete post-activity close-out processes and maintain accurate records to support audit readiness.

·       Support the closure of gaps identified through Medical, Pharmacovigilance and Quality-related audits.

5.  Departmental and Cross-Functional Support

·       Provide administrative and logistical support to the Head of Department, including travel and claims management.

·       Support marketing events and related activities, including hotel bookings, congress registrations, flight arrangements, internal documentation and approvals, promotional materials and courier arrangements.

·       Provide secretarial and administrative support to the Business Department, commercial excellence team or franchise teams, including internal activities, vendor coordination and departmental (including inter departmental) administrative needs.

·       Provide ad hoc administrative and project support to other business functions when required.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS

1.       Certificate/diploma/degree in any discipline

2.       Experience in secretarial and administrative functions is preferable

3.       Proficiency in Microsoft Office suite

4.       Ability to deal with fast-paced environment, versatile and resilient, ability to stay positive in pres-sure environment and work towards delivering results, prioritise, organised, systematic, metic-ulous with strong sense of urgency

5.       Able to multi-task efficiently and have a growth mindset, highly dependable and able to work independently

6.       Encourages collaborative working culture and strives for effective integration and communica-tion across functions

7.       Display a fair and transparent management with internal stakeholders, living the Takedaism value and PTRB always