Commercial Office Manager

Job Title

Commercial Office Manager

Requisition

JR000014024 Commercial Office Manager (Open)

Location

CC-Australia - AUS512

Additional Locations

Melbourne, Australia

**Job Description**:

- Summary

This role is a key contributor to the efficient operation of Mallinckrodt Australia Head Office. The role manages the office administration tasks, including supporting the sales, marketing, and operations teams, on-boarding new employees, and office facilities responsibilities. In addition, this role provides administrative support to the Australian GM and management team.

Essential Functions

Administrative Assistant:

- Administrative Assistant to the General Manager and Medical Director
- Ensure the General Manager and Medical Director receive timely and professional support at all times by:

- Anticipating requirements and delivering robust solutions
- Proactively submitting documents for the attention of the GM and management of deadlines
- Preparing meeting agenda’s and taking/distributing minutes and following up on actions assigned
- Escalating actions proactively as needed
- Organizing all travel and manage expense reimbursement
- Preparing communication, reports, spreadsheets, and presentation material, as required
- Provide administrative support to the Commercial Manager, Operations Manager, Marketing Manager and Head of Finance as needed
- Oversee the onboarding of new employees; coordinating their induction, orientation, training, and asset acquisition
- Act as a liaison to HR t supporting and communicating internal company information and programs

Commercial Support
- Maintain customer contracts/ agreements and databases
- Maintain both the CRM and Contract database with updated contract information
- Check which contracts are close to expiry date/has expired and follow up with sales team re the status of the new agreement.
- Ensure that both the CRM and Contract database as updated information
- Ensure that signed contracts are saved electronically and on CRM
- Tender submission administration support
- Development of quotation and contract templates for Commercial team across both brands

Marketing support:

- Assistance with event excellence platform - submitting entries for all conferences, events, and speaker meetings, and tracking the approval process, as well as event close out once completed
- Assist the Marketing Manager in the development of the calendar of conferences and events for both brands, aligned to business objectives
- Build strong relationships with conference vendors and oversee vendor payments for all conferences and events
- Manage the logistics of meetings and events, including negotiating and securing appropriate facilities, coordinating travel for attendees, creating, and distributing appropriate materials, organizing catering, organizing the logistics of devices and marketing booth panel skins, acquiring proper approvals as necessary and managing to the approved budget
- Organise local social events and catering for in-house meetings
- Assist in the development of marketing material/proof reading
- Place orders for marketing material to ensure adequate stock is available, at all times

Operations support:

- Assist to ensure goods are receipted and material movement/transfer transactions are accurately and timely captured and processed into the Material Management System.
- Coordinating Preventative Maintenance activities between third party logistics providers (3PL) and different hospital departments
- Following up with 3PL, couriers and customers and provide resolutions on late or incorrect deliveries and issues
- Maintaining adequate stock levels and the distribution of stocks between various 3rd Party DC
- Transfer cylinders/devices stock to depots to ensure they have adequate stock levels

General:

- Coordinate Inclusion activities; attending monthly meetings and rolling out initiatives (i.e., Breast Cancer Awareness, Movember)
- Negotiate the purchase of office supplies, including business cards, in accordance with company purchasing policies and budgetary restrictions
- Assist the interstate teams with requests (e.g., sending marketing material by courier)
- Maintain highly sensitive confidential information, files, and correspondence
- Answer incoming calls and greet guests in a professional manner
- Ensure adherence to safe office practice
- Provide general business support, as directed by the Commercial Leadership team; e.g., system access, supporting HR and Finance activities
- Assist with special projects as needed
- Minimum Requirements

Education / Experience / Skills:

- Business degree or diploma
- 5+ years in a similar support role
- Demonstrated ability to work with mínimal supervision while achieving objectives and resolving issues
- Expertise working with various business software programs including MS Word, Excel, PowerPoint, Outlook
- Strong verbal and written communication skills
- The ability to professionally interact with customer