We are looking to hire a contract admin coordinator to be outsourced to a Pharma MNC!
Job scope:
Coordination of Meetings/Conferences/Trainings
• Arrange and coordinate meeting/conference/training activities to ensure information on venue, time and people is communicated in advance.
• Coordinate with organizers on their meeting/training requirements and ensure the necessary room reservations and banquet arrangements.
• Prepare and distribute meeting minutes when required.
Correspondence
• Assist in preparation of departmental communication letters and report preparation and coordination.
• Sort and timely distribution of incoming mail/documents.
• Ensure all outgoing mail is promptly attended by mail or courier.
Upkeep of Files and Documents
• Update and maintain departmental files and records.
• Coordination and transfer of long storage/in-active documents to appointed long storage company.
• Update and maintain departmental share points and websites.
Upkeep department Office
• Ensure adequate operation and coordinate maintenance of shared machinery i.e. printers, phones.
• Ensure adequate supplies of stationery are available at all times.
• Co-ordinate office and area maintenance (lighting, handyman, IT issues, phones). Purchase Requisition and Payment
• Assist Departments in creating or raise purchase orders electronically for goods and services in Ariba.
• Generate quotations and purchase orders.
• Ensure the payment of all invoices in a timely manner.
Monthly Expense Reports
• Fast and accurate verification of nominated expense claims ensuring timely submission for approval.
• Preparation of expense claims for nominated staff members.
Staff onboarding and administrative support
• Prepare office or work area for new personnel.
• Coordinate induction programs when required.
• Train new personnel in correct use of office equipment.
• Preparation and maintenance of in-country organization charts,
• Departmental representative for relevant event committees.
Budget
• Support in preparation, tracking and reconciliation of budget (where applicable).
Regulatory Support
• Submission and tracking of ancillaries request for countries via CST to support in-country submission.
• Policy: Supporting managers to coordinate and prepare relevant documents.
• Preparation, coordination and maintenance of compliance reports for relevant processes and systems.
• Compassionate Use and Named Patient Basis Supply
• Local CMCD version update coordination
• Support Inspection Management
• Assist in Product defect reporting preparation
• Assist in preparing and coordinating Dear Healthcare Professional Letters (DHCPL)
• Assist in Redressing specification document preparation and ordering of redressing material, where required
• Liaise with distributor on product destruction, where required.
• Review signed order against Controlled Drug (CD) checklist
• Perform reconciliation of CD documentation periodically
• Assist with mailing of CD signed order to distributor
• Assist in ad-hoc regulatory affairs submission as necessary
Job Requirements:
• Diploma or tertiary education in business administration or secretarial studies
• 0-2 years’ experience in administrative role
• Working knowledge of Microsoft applications
• Experience in pharmaceutical or regulatory affairs environment will be an added advantage
• Meticulous nature and proficient in data tracking and consolidation with Microsoft Excel
Apply now by sending your resume to [email protected],
or call Chloe at 6736 3280 for more enquiries.
We regret to inform you that only shortlisted candidates will be notified.
Chloe Cheong | HR Coordinator | EA License Number: 99C4599
Recruit Express Pte Ltd Company Reg. No. 199601303W
