O pozici
The Business Operations Specialist is a key member of the Admin Team, responsible for coordinating and executing critical administrative, procurement, financial, and operational processes across the organization. The role works in close partnership with the Admin Lead, ensuring alignment on priorities, supporting execution of team deliverables, and contributing to continuous improvement of administrative and operational processes. This position plays a vital role in enabling smooth business operations, ensuring compliance, and providing structured cross-functional support to multiple departments.
Co budeš dělat
- Admin Team Coordination & Support (Primary Focus) - Act as a core contributor within the Admin Team, ensuring delivery of team priorities and operational excellence. - Collaborate closely with the Admin Lead on task prioritization, workload coordination, and process improvements. - Provide proactive operational support to team members and stakeholders. - Identify inefficiencies and contribute to process optimization initiatives. - Collect feedback and support implementation of improvements across administrative processes.
- Correspondence & Communication Management - Manage the company’s shared data mailbox and ensure timely distribution of incoming communication. - Review, prioritize, and route correspondence to relevant stakeholders. - Monitor critical notifications, deadlines, and regulatory communication. - Oversee full administration of physical and digital mail, including distribution of official documents and parcels. - ICD user administration support including its management
- Procurement & Supplier Management - Manage end-to-end purchase order processes (ARIBA) across multiple departments. - Provide procurement support to various functions, including HEMAR, Regulatory, Quality, GAPA, and Admin. - Coordinate supplier lifecycle activities including purchase requests, supplier setup, and contract management. - Maintain contract documentation and ensure compliance with internal processes. - Support audits and ensure adherence to internal policies.
- Financial Administration & Invoicing - Manage the full invoice lifecycle in SAP (validation, matching, approvals, and processing). - Handle goods receipt processes in ARIBA. - Monitor and manage accruals. - Coordinate with the Payment team on financial processes and confirmations.
- Meetings, Events & Company Operations - Provide administrative and operational coordination for internal meetings, conferences, and company events. - Support organization of internal events and related activities.
- Calendar & Planning Coordination - Coordinate and maintain visibility of key business activities across teams. - Support alignment and planning of major organizational priorities, including meetings, congresses, and other key events.
- Administrative Activities - Coordinate administrative and operational aspects of congresses and related activities across teams. - Support preparation and management of required documentation in line with internal processes and compliance requirements. - Provide administrative coordination for stakeholder and contract-related processes linked to congress and advisory activities.
- Office Operations & Resource Management - Ensure regular procurement of office supplies across the organization. - Manage orders of additional equipment and operational tools.
- Onboarding & Organizational Support - Maintain and update the organizational chart. - Support onboarding and administrative integration of new employees.
Koho hledáme
- Key Competencies: - Strong coordination and stakeholder management skills - High level of organization and attention to detail - Ability to work in close alignment with leadership (Admin Lead) - Cross-functional collaboration mindset - Knowledge of SAP, ARIBA, and procurement processes - Proactive, structured, and solution-oriented approach
Benefity
- an annual bonus with set target (% of pay) depending on pay grade / location, where the actual amount is based on the employees’ and companies’ performance of the previous calendar year, or sales commissions. Moreover, we offer vacation days, parental leave for a minimum of 12 weeks, bereavement leave, caregiver leave, volunteer leave, well-being reimbursement, programs for financial, physical and mental health. We also offer service anniversary and recognition awards, and subject to the terms of their respective plans, employees - and in some location’s eligible dependents - can participate in several insurance plans.
