Operations Administrator

As part of the business support team, you will represent your organizational unit in administrative matters, recommending, interpreting and implementing company's internal administrative policies and procedures. Your will perform a combination of administrative tasks in functional areas.
You are recognized as an advisor to colleagues in the team due to your comprehensive knowledge and skills in your area and understanding of the larger organization. You are innovative in identifying solutions to problems by taking a broader perspective that benefits the organization. You encourage collaboration and communication within the team and across groups to influence desired outcomes. You train others and provide guidance to the team that helps us achieve our goal of providing the best healthcare to our patients.
It is your hard work and skill that will make Pfizer ready to achieve new milestones and help patients across the globe.
Provide project management support to assigned marketing/medical teams in all marketing/medical programs/activities; duties include, but not limited to:

• Communicate with Key Opinion Leaders (KOLs)/service providers/agencies/internal commercial/medical colleagues for organization of various regional/country advisory board/internal/external meetings
• Preparation of project brief and agency selection process with project owner
• Review agency proposals and identify areas for further cost savings; provide input to the Regional Operations Admin Lead for negotiation with agency
• Oversee planning, organizing and managing the progress of meetings/programs/projects as required
• Provide on-site logistics support
• Perform all system applications (procurement and compliance) for projects, FMV calculation, observe individual country requirements
• Proactively liaise with legal, compliance and country profile owners to ensure all projects/activities are in compliance with policies and guidelines
• Vendor/Supplier management, which includes collecting all necessary information and update in internal system; provide feedback and monitor performances
• Prepare agency brief for the RFQ document and obtain bidding document for cost comparison
• Ensure all activities are executed in compliance with Pfizer Procurement, Anti-Bribery and Anti-Corruption policies and procedures, and Foreign Corrupt Practices Act
• Work independently to facilitate the smooth implementation and execution across all stages of projects, including updating project progress, attending regular project co-ordination meetings/calls, taking minutes at meetings/calls, responding to emails from external customers/vendors, and other follow-up actions
• Initiate and design the survey monkey questions as a follow-up action for all internal meetings. Collect and consolidate all feedbacks for stakeholders' review in order to strengthen and improve the ongoing communication among the team
• Work with the congress secretariat office for the sponsorship details and entitlement, liaise with both internal and external stakeholders to work out the program details and speakers engagement
• Lead PfizerWork internal projects, e.g. translation services, video production, etc.
• Serving as liaison between advertising agencies and the company, print suppliers, freelance talent and various marketing services

Financial process management

• Monitor and manage budgets as appropriate to support portfolio objectives, including driving efficiencies in allocation of resources
• Decideware management and approval
• All financial documentation and requirements including create new vendor ID/PO, manage budget/tax forms, secure payment details, manage payment schedule, manage HCP payment packets and follow-up, manage HCP honoraria/speaker payments/out of pocket expense reimbursement
• Reconciliation / 3rd party payments (review invoices, consolidate final costings and justify budget variances, review agency's budget tracker/reconciliation (unless CE is involved throughout the meeting planning), arrange payment with GFSS)
• Work with countries finance on Inter-Company Cross Charge
• Document retention and audit support
• Take lead on budget planning under the supervision of assigned director, manage the Regional CMO budgets and ensure all programs and budget are booked into appropriate phasing.

(20%) Perform a series of secretarial and administrative functions for the marketing and medical team and provide additional services depending on the individual requests. Duties include, but not limited to:

• Make travel arrangements including booking flights, car rentals, and hotel and restaurant reservations
• Prepare travel itineraries and meeting agenda
• Prepare expense reports; tracking T&E (travel and entertainment) budgets and reimbursements
• Manage calendars - assist with meeting scheduling, conference room reservations, teleconference/video conference set-up
• Assist with meeting logistics for all virtual and physical internal/external meetings
• Prepare and update monthly reports, regular newsletters/announcements, team contact information, organizational charts, and distribution lists
• Ensure all activities are executed in compliance with Pfizer Procurement, Anti-Bribery and Anti-Corruption policies and procedures
• Prepare PowerPoint presentation material
• Organize and manage document files
• Vendor/Supplier maintenance
• Serve as back-up support for other operations administrators in their absence in Singapore Regional Office

Qualifications
Must-Have

• Bachelor's Degree
• 6+ years of administrative support experience
• Excellent organizational, project management and interpersonal skills
• Experience that demonstrates ability to proactively carry out personal or Executive Assistant functions proficiently
• Proficiency in MS Word, Excel, PowerPoint, and Outlook

Nice-to-Have

• Strong understanding of both pharma industry and scientific academic research environments
• Knowledge of commercial processes or business analytics processes

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Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.
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