Administrative Coordinator

3 weeks ago

Sydney, New South Wales, Australia Vertex Full time

Job Summary


The Vertex Administrative Associate plays a vital role in the Commercial functions in Australia and New Zealand by providing comprehensive administrative support. This position is responsible for ensuring the effective and efficient maintenance of departmental processes, procedures, and programs. The successful candidate will interact with internal colleagues and external stakeholders, including healthcare professionals and vendors.


Main Responsibilities



  • Provide broad support to the Commercial functions, including the coordination of day-to-day activities that lead to the completion of projects and tasks.
  • Manage processes for engagement with external parties, including contract preparation and execution, vendor setup, service agreement preparation, purchase order requisition, and closing out 'after event' reconciliation.
  • Coordinate calendars and schedule meetings for the Commercial functions, administering key regular meetings, including drafting agendas, attending meetings, and taking minutes.
  • Manage purchasing processes for all agreements for vendors and sponsorships, tracking fees and invoices against POs and planning in the Operational Expenditure tracker.
  • Coordinate the administration of sponsorships undertaken by the Commercial team, including steering through internal approval processes and execution with external stakeholders.
  • Manage logistics for internal and external Sales and Marketing-led events, including sourcing venues, coordinating catering, organizing parking, transfers, and providing assistance with staff travel arrangements and expenses.
  • Coordinate inventory management of sales materials and liaise with 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, and 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.
  • Strong written and verbal communication skills and demonstrated high proficiency for correct spelling, grammar, tone, and syntax.
  • Possess strong integrity and take initiative to get tasks done, proactively tracking the status of projects and solving problems to keep projects moving forward.
  • Curious, open to, and seeking to learn new things.

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