Admin Assistant

6 days ago

Taguig, National Capital Region, Philippines Cuervo Far East, Inc. Full time ₱250,000 - ₱450,000 per year

Responsibilities:

  • Provides support in the implementation of initiatives and CME programs of Medical Department across all Therapeutic Areas.
  • Coordinates with external and internal customers for implementation of non- promotional CME activities
  • Responsible for logistics arrangements such as flight bookings, venue reservations, transportation requirements, etc.
  • Prepares documents required for the conduct of activities (attendance sheets, invites, letters, etc.)
  • Facilitate the preparation and payment of contracts for professional services ie. Speakers, Consultation services, etc.
  • Responsible for the maintenance of tracking sheets/database for non-promotional CME programs ie. encoding data, evaluation sheet
  • Maintains updated information on shared folder for easy retrieval of required data.
  • Attend and provide support during Medically-led activities, as needed.
  • Filing and archiving of document relevant to the conduct of the activities (attendance sheets, etc.)
  • Ensure all administrative processes/requirements are completed following internal policies and guidelines such as contract preparation, travel and accommodation, events venue coordination, payments and other logistical support for all meetings
  • Follow – up invitation and attendance to meetings related to all events and meetings of Medical Department.
  • Send reminders to all enrollees in coordination with the partner societies
  • Collate the feedback and reports after the activity.

Required Administrative Tasks:

  1. PR creation – For Medical Dep Only

  2. Promotional and Medical related materials

  3. Medical Dept. & Travel Management Company (MMC, TMC)
  4. Non Promotional activities budgeted by Medical(in collaboration with Medical)
  5. Training activities budgeted by Medical
  6. Coordination with Purchasing Department for Purchase Order release to supplier

  7. GR creation

  8. Close payments to all created PRs with active POs

  9. Clear and process Medical related overdue payments, including Non PO payments requiring exemption approval by Head of Medical
  10. Coordination with supplier and internal staff (eg. Purchasing/Finance Department, APBS) to settle payments

  11. New Gen creation (Omniflow)

  12. Honoraria payment request upload (current and overdue) of marketing initiated and sales led activities (excluding Non promotional activities)

  13. Vendor creation and maintenance
  14. Coordinationto Finance Department on the release of payment

  15. Flights, Accommodation &Transfer arrangement

  16. Medical field work and CME related activities (local and international)

  17. Non Promotional activities budgeted by Sales (in collaboration with Medical outside planned calendar)
  18. Training activities budgetedby Sales (in collaboration with Training and Capabilities outside planned calendar)

  19. MonitoringSubmission

  20. Honoraria payment release(every 15th & 30th) – in coordination with CME associate

  21. Check payment release to HCPs / Hospitals / Medical Societies – in coordination with CME associate
  22. Acknowledgement Receipt (sales)
  23. Non PO accruals(according to Finance department's set cut-off)
Other Duties
  • Provide ad hoc administration duties and support other departments when required such as Medical Information booth manning, Medically-led activities, etc.
  • Develop an understanding of all operational activities in order to confidently assist the Department with both outbound and inbound calls
  • Provide ad hoc administration duties and support for Medical Department
  • Tracking of record sof all trainings/activities conducted by Medical Department
  • Other duties assigned

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