PHARMACEUTICAL- ADMINISTRATIVE COORDINATOR – Mohamed N. Al Hajery and Sons Co. LTD

Overview:

Responsible for providing administrative coordination and operational support to the assigned division or department, ensuring compliance with company procedures, effective stakeholder communication, accurate documentation and records management, and timely follow-up on requests, approvals, meetings, and employee-related administrative activities.

Policies, Procedures, and Compliance 

• Follow all applicable company and departmental policies, processes, standard operating procedures, and work instructions to ensure activities are performed efficiently, consistently, and in compliance with organizational requirements.

Administrative and Office Support 

• Provide comprehensive day-to-day administrative and office support to employees and functions within the Pharmaceutical Division, ensuring smooth and efficient office operations. 
• Coordinate and schedule internal meetings, appointments, meeting rooms, agendas, and related logistical arrangements, ensuring timely communication and follow-up with relevant stakeholders. 
• Coordinate with the Finance Department on administrative expenses, invoice processing, and other financial matters as required. 
• Manage incoming and outgoing correspondence, including emails, letters, official communications, and daily mail distribution, ensuring timely handling and response. 
• Prepare and maintain administrative documentation, including letters, memos, forms, reports, and other business correspondence. 
• Support employees with administrative requirements, including stationery, office supplies, access cards, business cards, and other office-related needs, while monitoring inventory levels and ensuring adequate stock availability. 
• Coordinate office maintenance, cleaning services, facilities support, and other general office services to maintain an effective working environment. 
• Coordinate courier services, document deliveries, and other administrative logistics activities. 
• Assist in organizing business visits, meetings, events, and departmental activities, including venue, logistics, and administrative arrangements. 

Document Management and Records 

• Prepare, organize, maintain, archive, retrieve, and securely manage records through physical and electronic filing systems, ensuring accuracy, accessibility, and compliance with record-retention requirements. 
• Distribute documents and information to relevant parties and maintain appropriate tracking mechanisms to support timely action and follow-up. 
• Review, verify, and coordinate with relevant stakeholders to ensure records, files, and dossiers remain complete, accurate, and up to date. 
• Process HR-related forms and employee administrative requests while maintaining accurate documentation and records. 
• Coordinate with the Administration Department regarding renewals of employee-related documentation and other required administrative records. 
• Maintain and monitor administrative trackers for contracts, licenses, permits, subscriptions, renewals, and other departmental requirements.
• Safeguard the confidentiality of company, employee, and business information in accordance with company policies.

Stakeholder Coordination and Communication

• Serve as a point of contact between the assigned division, internal stakeholders, and external partners, ensuring responsive and professional communication, timely follow-up, clear information sharing and effective coordination of requirements. 
• Consolidate, update, and maintain required data, including attendance sheets, training logs, reports, and presentations, and communicate accurate information to partners and stakeholders as needed. 
• Coordinate routine administrative requests, approvals, deadlines, and information flow across departments to ensure timely completion of activities and action items. 
• Support recruitment administration activities, including interview scheduling, candidate coordination, onboarding arrangements, and related documentation for local and overseas recruits. 
• Coordinate with HR, Finance, IT, Procurement, Facilities, and other departments to address employees’ administrative requirements and operational needs. 
• Assist in coordinating business travel arrangements, including accommodation, transportation, itineraries, and related administrative requirements as requested. 

Job Details

Preferred Candidate

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