Contract Office Administrator

Job Description:

At Ferring Pharmaceuticals, we help people around the world build families and live better lives. We are entrepreneurial and innovative, with a global team focused on scientific advances in the areas of reproductive and women’s health, gastroenterology and urology. Ferring + You is all about working together and sharing ideas, so that we can bring science to life for patients around the world.

Our Technical Operations division develops, manufactures and supplies high-quality products so our patients can live better lives. Creating and delivering life-changing products means getting it right first time is a shared responsibility, so our global manufacturing teams work closely together to ensure quality, accuracy and safety at all times. That means a culture of empowerment, where speaking up is valued, and growth and development are constant.

Ferring+You

You will be tasked with overseeing and carrying out daily administrative duties.

Your day at Ferring

General Office Administration: -

• Country in Scope: Malaysia Vendor and contract management for general administrative services.

• Raise the general PR/PO and verify invoices against contracts in the procurement system.

• Maintain and renew office licenses, equipments and facilities.

• Manage and ensure the quality of work performed by the office cleaner.

• Manage office facilities and coordinate with service provider to ensure they are in working conditions.

• Manage office supplies and pantry replenishment within the allocated budget.

• Support the travel arrangements and confirm booking with travel agency for non-sales team.

• Maintain the documentation system, including contract management database, training, filing and archiving system to comply with the company's SOP requirement.

• Coordinate and work with the Company Secretarial firm to ensure the completeness of directors' information and timeliness of statutory submission as required by local regulations.

• Organize events such as internal and external meetings, conferences, visits from guests, business conferences, etc.

• Provide general secretarial duties to General Manager such as correspondence, scheduling appointments, email and mail processing, presentation, etc.

• Order, coordinate setup of PC’s and peripheral with OSS, remedy IT equipment defects by liaising with vendors, asset management, annual fixed assets physical count.

• Coordinate with IT department and provide support to local office as required.

Finance: -

• E-invoice Project implementation

• Monitor actual selling price deviation and work with Sales Admin for verification with approved quotation, tender contract, discount approved form

• Audit and tax questionnaire

Administrative & operational activities for Supply Chain: -

Country in Scope: Malaysia and Singapore

• Coordinate on the shipment communication between customer service and local logistic provider and ensure proper filing of all records.

• Coordinate with distributor and prepare the forms needed for supply chain/logistic related activity.

• Raise PO on the ERP system for non-centrally planned products and follow up with the distribution hub for the timeliness of the shipments.

• Raise PO on the ERP system for supply chain/logistic related services and verify invoices against contracts/quotations.

• Inventory management to ensure adequate inventory level is maintained.

• Coordinate on obsolete/damaged product destruction, follow up on the post destruction documentation to submit for the written-off process.

• Participate in the annual physical inventory count at the warehouse (MY only) and follow up on the applicable variances to ensure the inventory is reconciled on the ERP system.

Compliance and Integrity: -

• Strict implementation and adherence to internal guidelines, instructions, processes and systems, local as well as global

• Strict adherence to the local related regulations

• Risk management: Inform timely on potential issues

Behind our innovation…There’s you

• Educational requirements: Diploma
• Preferably 3 years of administrative experience
• Good command in English and writing skill.

Making a difference in the life of millions of people means we succeed by working together. Our diverse backgrounds, experiences, expertise, and perspectives enable us to find solutions to even the most challenging problems, and our success is tied to each team member’s contributions. Imagine the power of your career when it’s Ferring + You.

Behind our purpose… There’s you

If our mission and your vision are aligned, please apply!

We strive to build and maintain an inclusive and diverse workplace with equal opportunities and mutual respect for all employees regardless of their backgrounds and socioeconomic status.

Location:Ferring Malaysia