Admin Coordinator (Dubai Office)

at  iNova Pharmaceuticals

• Manages executive’s calendar and independently schedules appointments. Screens incoming calls and correspondence and responds independently when possible.
• Directs preparation of records such as agenda, notices, and minutes for corporate meetings and all executive meetings.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings. Facilitates visa’s and booking as well as logistics.
• Re-routes urgent matters for attention in the absence of the Functional Head. Communicates with company senior managers and executives and external stakeholders.
• Coordination of the monthly meetings including collating the management packs in advance of the meetings, and taking accurate minutes during the meeting (when required).
• Typing, compiling, collating, updating and formatting of documents, spreadsheets and presentations.
• Manages events and conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers and involvement in budget control.
• Work independently on projects from conception to completion. Organizes and plans logistics (i.e. facility selection, menu planning, transportation arrangements and audio/visual equipment) for company meetings, special events and conferences.
• Negotiate prices where necessary & ensures protocol is followed and in line with compliance.
• Liaise and co-ordinate with hotels, conference venues for best possible prices and physical visit to new venues to check on suitability and appropriateness.
• Synchronize all functional events on functional calendar, coordinate events and promote synergy within leadership team.
• Assists the Senior Leadership Team during the development of major projects from commencement to completion. Monitors progress of project activities and assists the Team with documentation when necessary. Schedules status updates and prepares supporting documents. All ad-hoc project administration.
• Provide specialized administration functions involving compiling and arranging data, making computations, laying out and preparing reports, processing and coding documents and maintaining specialized and comprehensive records and filing. Prepares reports and resolves discrepancies.
• Arranging and making diary entries arrangements of meetings including all required resources and confirmation of attendance with attendees i.e. Director/s, Managers; Local, International & external parties where applicable. Consultation of all diary entries with director daily to ensure smooth running of same. Advice Managers and Director on how to leverage on different functional events by sharing calendar and maximizing on the events already booked.
• Co-ordination and management of visit programs for overseas senior visitor’s airport transfers, inland transfers business and private, accommodation arrangements, meeting arrangements with various parties as required by the visitors, feedback of arrangements to concerned parties. Making sure that all other arrangements are intact always. Including Itinerary and agenda.
• Manage & process all purchase requisitions by ensuring that they are properly administered in the system and support the team with monitoring, reconciling and reporting on the status of Purchase Orders and Goods Receipts.
• Ensure payment to all vendors & checking that all invoices are in line with our procurement policy.
• Manage the liquidation process by reconciling Directors expenses supporting the expense reporting via concur.
• Ordering and distributing stationery for the area according to procedures.
• Responsible for implementing and maintaining the effectiveness of the Mundipharma System
• Liaising with the team with regards to meetings, information and documents required.
• Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, etc.
• Supervising multi-disciplinary teams of staff including cleaning and maintenance,
• Ensuring that basic facilities, such as water and heating, are well-maintained
• Managing office budgets and ensuring cost-effectiveness.
• Ensuring that facilities meet government regulations and environmental, health and security

Please refer the Job description for details