Administrative Coordinator

6 days ago

Sydney, New South Wales, Australia Vertex Full time

Job Title: Administrative Associate

About the Role:

Vertex is seeking an experienced Administrative Associate to provide administrative support for the Commercial functions in Australia and New Zealand. This role plays a crucial part in ensuring the effective and efficient maintenance of departmental processes, procedures, and programs. The successful candidate will interact with internal colleagues as well as external stakeholders, including healthcare professionals and vendor agencies.

Key Responsibilities:

  • Provide comprehensive support to the Commercial functions, including coordination of day-to-day activities that lead to the completion of projects and tasks
  • Manage processes for engagement with external parties (vendors and healthcare professional customers), including contract preparation and execution, vendor setup, service agreement preparation, purchase order requisition, and completing 'after event' reconciliation. These processes will be completed in a variety of software systems.
  • Coordinate the calendars and schedule meetings for the Commercial functions. Administer key regular meetings (drafting agendas, attending meetings, and taking minutes): Marketing Meeting, Sales & Marketing Teleconference, Operational Leadership Team meeting.
  • Manage the purchasing processes for all agreements for vendors and sponsorships. Track fees and invoices against PO and plan in Operational Expenditure tracker. Ensure POs are closed out at the end of the month.
  • Coordinate the administration of sponsorships undertaken by the Commercial team. This includes steering through internal approval processes and execution with external stakeholders, liaising with internal colleagues for budget documentation, and execution of contracts and after-event reconciliation and documentation. Reporting of value exchange internally and where required, externally.
  • Manage logistics for internal and external Sales and Marketing-led events (domestic and international) including cross-functional team meetings, advisory board meetings, educational meetings, and local congresses. Sourcing venues, coordinating catering, organizing parking, transfers. Provide assistance with staff travel arrangements and expenses.
  • Coordinate inventory management of sales materials.
  • Liaise with relevant international colleagues to carry out specific functions.

Requirements:

  • Excellent organizational skills that reflect the ability to perform and prioritize multiple tasks with accuracy and attention to detail
  • Ability to solve problems and find solutions independently
  • Proficiency in MS Word, MS Excel, MS Outlook, MS PowerPoint
  • Versatile multi-tasker, comfortable in a fast-paced environment working on time-sensitive matters
  • Effective interpersonal skills and the ability to build relationships with stakeholders, including team-mates, international colleagues in medical and legal functions, external vendors, and customers
  • Strong written and verbal communication skills and demonstrated high proficiency for correct spelling, grammar, tone, and syntax.
  • Possess strong integrity and takes initiative to get tasks done, proactively tracks status of projects, and solves problems to keep projects moving forward
  • Is curious; open to and seeking to learn new things

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