Office Coordinator

Located in Amsterdam, Netherlands, this function will be responsible for providing professional and efficient administrative support to the Benelux Country Manager and Team as well as establishing appropriate administrative processes. Also, will be responsible for implementing the customer service processes in preparation future commercial activities. The Office Coordinator reports to the Country Manager.

Job Responsibilities:

• Manages calendar of Country Manager, including planning and arranging meetings logistics
• Coordinates travel plans and logistics for executives and provide additional support as needed for greater department-wide activities including travel coordination, schedules large group/ complex meetings, ensures cost effective routes and accommodation
• Coordinates and manages internal (e.g. team) meetings and local sales conferences (POA meetings) in alignment with Country Manager
• Manages expenses and time entry for Country Manager
• Organizes and plans off-site events and cooperates with the congress organizing team as required for in country congresses and Coordination of external guest visits (i.e. vendors, KOLs, guest speakers, candidate visits)
• Provides day-to-day administrative support to executive team members following assigned work priorities, established processes, and operating practices.
• Contract management and archiving
• Provides project management assistance, including opening project estimates and tracking invoices
• Administers for the country the contracting and purchase order process, working with legal and finance as required to ensure compliant and timely contracting and payments.
• Composes, prepares, transcribes, and maintains correspondence, reports, and other documentation for internal and external use, including ensuring compliant and consistent filing and storing of information with respect to local requirements and data privacy laws.
• Manages post/mail and shipment of material and orders office supplies and equipment
• Establishes and implements a robust expense management tool & secure forecast accuracy in alignment with the regional finance department
• Coordinates logistic and tactical activities for the implementation of the customer service processes in close alignment with supply chain, the external vendor and the General Manager, being responsible of all customer service activities once the commercial activity is ongoing
• Set-up and implementation of onboarding plans for new hires in alignment with HR Europe and the General Manager
• Perform projects and other duties as needed or assigned

Skills and Requirements:

• In depth industry experience in operating roles in the Dutch or European pharmaceutical industry
• Previous experience in a similar role, supporting executive management or coordinating customer service operations
• Excellent organizational skills and ability to prioritize as well as being highly flexible
• Strong project management skills with experience in managing multiple projects and associated budgets
• Excellent analytical skills, data management and mining experience, and an understanding of interconnected enterprise systems like Oracle, SAP, Business Warehouse, CRM and Excel is preferred
• Ability to effectively handle and lead multiple tasks/projects independently
• Ability to take initiative, being highly proactive and make decisions
• Excellent oral and written communication skills, including presentation to internal stakeholders
• Perform accurate and complete work, within deadlines, with or without direct supervision
• Driven to work collaboratively and cross-functionally
• Fluent in Spanish and English written and oral
• Sense of urgency, ethics, and responsibility
• Pronounced customer focus and strong team player mindset
• Positive thinking and focus on solutions
• Experience in customer Service and Supply chain Management

To Apply:

Please click on the Apply button. Please include a short note outlining why you are interested in the role and why you think you are suitable.
In case you have difficulty in applying or if you have any questions, please call Marrtje Ramakers on +44 207 4400 632 or upload your CV on our website - www.Proclinical.com.
A full job description is available on request.
Proclinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.