Office Coordinator; Iberia
il y a 8 jours
Tres Cantos
ph3Job Summary (Primary function) /h3 pThe Office Coordinator, Iberia provides operational, administrative and cross‑functional support to the Iberia affiliate, ensuring the smooth running of office operations and acting as a key coordination point between local teams and EU headquarters / corporate functions. The role supports office management, fleet administration, finance and procurement processes, contract and compliance workflows, quality documentation, transparency activities, events and IT coordination, while ensuring that activities are performed in line with company procedures, applicable legal and compliance requirements and Incyte’s standards of business integrity. /p h3Essential Functions of the Job (Key responsibilities) /h3 pbOffice Management and Administrative Support /b /p ul liAct as a first point of coordination for the Iberia office, including telephone support, shared mailbox management and visitor assistance. /li liCoordinate office services, suppliers and day‑to‑day facilities needs, including office supplies, refreshments, courier services, access cards, maintenance incidents and utilities follow‑up. /li liManage office documentation and local administrative processes, including business cards, electronic notifications, A1 certificates and other ad‑hoc administrative requests. /li liSupport records management, document filing and retention practices for the Operations area. /li /ul pbFleet Management /b /p ul liCoordinate company car fleet activities for Iberia, including vehicle requests, configuration, renewals, returns, deliveries, documentation and renting processes. /li liAct as liaison with fleet providers and follow up on incidents, fines, delivery status and related administrative matters. /li liMaintain accurate fleet records and ensure timely follow‑up of high‑priority actions. /li /ul pbFinance, Procurement and Vendor Management /b /p ul liSupport vendor onboarding and supplier set‑up processes, including management of required documentation and coordination through relevant systems such as ZIP / ICE360. /li liCreate, track and follow up purchase orders, invoice receipt, invoice approval and reconciliation processes through SAP or applicable finance systems. /li liCoordinate with EU Finance and local stakeholders on accruals, invoice status, pending approvals and finance‑related reporting or control spreadsheets. /li liSupport supplier and contract administration, ensuring timely follow‑up with internal requesters and external vendors. /li /ul pbContracts, Compliance and Legal Administration /b /p ul liCoordinate administrative workflows for NAFs, contract requests, approvals, signature and archiving through systems such as ATLAS, Agiloft, ZIP, ICE360, OneTrust and DocuSign. /li liSupport documentation review, approval tracking, vendor onboarding, compliance documentation and control of contract validity dates. /li liContribute to corporate and industry compliance activities, including the preparation, filing and archiving of documentation related to external parties and service agreements. /li liAct within compliance and legal requirements as well as company guidelines, contributing to a strong culture of business integrity and ethics. /li /ul pbQuality and Training Support /b /p ul liSupport quality‑related administrative processes, including Veeva SOPs, DCC, BCP, contact lists, QA review coordination, training follow‑up and quality archiving. /li liCoordinate with relevant departments to ensure quality documentation and training requirements are completed and appropriately filed. /li /ul pbTransparency and Regulatory Administrative Support /b /p ul liSupport transparency‑related processes and annual reporting requirements for Spain and Portugal, including Farmaindustria, Comunidad de Madrid and INFARMED activities as applicable. /li liCoordinate collection, review and submission support for transparency documentation and related internal follow‑up. /li /ul pbEvents and Meeting Coordination /b /p ul liSupport the organization and logistics of internal and external meetings and events, including cycle meetings, corporate events, catering, materials, logistics and event closure activities. /li liCoordinate travel, meeting rooms, suppliers and materials as required, ensuring appropriate documentation and approvals are in place. /li /ul pbIT and SharePoint Coordination /b /p ul liCoordinate with EU / Lausanne IT and local IT suppliers to support user needs, equipment follow‑up, IT inventory and office technology coordination. /li liManage SharePoint‑related administrative support, including permissions, folder creation, access management and document filing. /li /ul pbOther /b /p ul liUndertake additional tasks and responsibilities as reasonably required by the business and in line with the evolution of the role. /li /ul h3Qualifications (Minimal acceptable level of education, work experience, and competency) /h3 ul liRelevant education or equivalent experience in administration, office coordination, operations or a similar support function. /li liExperience in a pharmaceutical, healthcare or other highly regulated environment is preferred. /li liStrong understanding of administrative operations and the ability to coordinate across multiple internal departments and external providers. /li liHigh level of organization, rigor and follow‑through, with the ability to manage priorities and multiple workflows simultaneously. /li liProactive, solution‑oriented and able to work independently while maintaining strong collaboration with local teams and EU / corporate functions. /li liExcellent communication and interpersonal skills, with a service‑oriented mindset and professional demeanor. /li liFluent Spanish and proficient English required; Portuguese is a strong advantage for the Iberia scope. /li /ul h3Key interfaces /h3 ul liIberia General Manager and local leadership team /li liOperations, Finance, IT, Legal, Compliance, Quality, Medical and Commercial teams /li liEU headquarters / corporate functions, including Lausanne‑based stakeholders /li liExternal vendors, fleet providers, IT suppliers, venues and other service providers /li /ul /p #J-18808-Ljbffr
Avenida de los Labradores, 28760, Tres Cantos
