Key Responsibilities
General Administration:
- Provide administrative support to the Country Leader/Manager/Sales Team
- Coordinating office activities and operations to secure efficiency and compliance to company policies
- Update and ensure the accuracy of the organization's databases (HCP list and Hospital contact details)
- Organize team building activities
- Sort incoming/outgoing mail, faxes,and courier deliveries for distribution
- Prepare and manage correspondences and collation of reports/documents to meet business timeline, as required
Team Administration:
- IRF (Sponsorship) Support
i. Ensure sponsorship documents are in compliance to the IRF requirement and submit through global workflow for approval.
ii. Prepare the necessary agreement/contract and to be signed in accordance to Finance Approval Matrix after IRF is approved. Coordinate all logistics for events, conferences, and tradeshows when necessary (Assist in planning, coordination and set-up of tradeshows and other company events)
iii. Coordinate all flights,transportation and expenses claims pertaining to sponsorship
iv. Ensure all supporting documents required by IRCP is done and filed accordingly
i. Assisting the team to complete the company profile section by providing the necessary supporting documents
ii. Assisting the team by acting as a second set of eyes to ensure all information is complete
iii. Assisting the team to compile the tender supporting documents as needed
- Prepare meeting agendas and ensure timely distribution of supporting material to members
- Make business travel, meeting and other arrangements for HCP with smooth execution of travel arrangements and logistics
- Coordinate departmental meetings, including meeting room bookings, ensuring teleconference and videoconference equipment are ready for use prior to meeting and meeting minutes if necessary
- Coordinate the organization and hosting of both local and overseas regional meetings, corporate events, as and when called upon
- Assist in back office administration and processing of contracts, invoices,and other documents
- Coordinate, schedule and organize activities, such as meetings, travel, department activities, and communication between all departments and offices as needed
- Other administrative duties and ad hoc projects as required
- Request for brochures and demos from the SAP system as required
- Other ad hoc duties as required
Projects:
- Support the Country Leader in any projects as assigned
Key Requirements
- Diploma holder with at least 5 years of relevant experience
- Experience in a similar role in medical devices is preferred
- Proficient in Microsoft Office Applications
- Positive working attitude with pleasant personality
- Resilient and ability to adapt to fast paced environment
- Good written and spoken communication skills
- Be capable of managing tight deadlines, promptly addressing changes without disrupting schedules, and managing high volumes of work with minimal direct supervision
- Process improvement mindset
