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
IRF (Sponsorship) Support
Ensure sponsorship documents are in compliance to the IRF requirement and submit through global workflow for approval.
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)
Coordinate all flights, transportation and expenses claims pertaining to sponsorship.
Ensure all supporting documents required by IRCP is done and filed accordingly.
Tender Support
Assist team to complete company profile part (provide necessary supporting documents)
Assist team to check all information is completed by team as 2nd eye.
Assist 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 information.
Qualifications
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
