Pfizer Jobs

Operations Administrator

Pfizer

Operations Administrator

Posted 3 Hours Ago

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Kuala Lumpur, Wilayah Persekutuan Kuala Lumpur, MYS

In-Office

Senior level

Artificial Intelligence • Healthtech • Machine Learning • Natural Language Processing • Biotech • Pharmaceutical

We’re in relentless pursuit of breakthroughs that change patients’ lives.

The Role

Provide administrative and project management support to regional marketing/medical teams: coordinate KOLs, vendors, agencies; manage procurement, budgets, payments and compliance; organize meetings and travel; deliver on-site logistics; produce reports and presentations; lead internal projects and document retention; liaise with legal, finance, and stakeholders to ensure smooth execution of programs.

Summary Generated by Built In

As part of the business support team, you will represent your organizational unit in administrative matters, recommending, interpreting and implementing company's internal administrative policies and procedures. Your will perform a combination of administrative tasks in functional areas.
You are recognized as an advisor to colleagues in the team due to your comprehensive knowledge and skills in your area and understanding of the larger organization. You are innovative in identifying solutions to problems by taking a broader perspective that benefits the organization. You encourage collaboration and communication within the team and across groups to influence desired outcomes. You train others and provide guidance to the team that helps us achieve our goal of providing the best healthcare to our patients.
It is your hard work and skill that will make Pfizer ready to achieve new milestones and help patients across the globe.
Provide project management support to assigned marketing/medical teams in all marketing/medical programs/activities; duties include, but not limited to:

Communicate with Key Opinion Leaders (KOLs)/service providers/agencies/internal commercial/medical colleagues for organization of various regional/country advisory board/internal/external meetings
Preparation of project brief and agency selection process with project owner
Review agency proposals and identify areas for further cost savings; provide input to the Regional Operations Admin Lead for negotiation with agency
Oversee planning, organizing and managing the progress of meetings/programs/projects as required
Provide on-site logistics support
Perform all system applications (procurement and compliance) for projects, FMV calculation, observe individual country requirements
Proactively liaise with legal, compliance and country profile owners to ensure all projects/activities are in compliance with policies and guidelines
Vendor/Supplier management, which includes collecting all necessary information and update in internal system; provide feedback and monitor performances
Prepare agency brief for the RFQ document and obtain bidding document for cost comparison
Ensure all activities are executed in compliance with Pfizer Procurement, Anti-Bribery and Anti-Corruption policies and procedures, and Foreign Corrupt Practices Act
Work independently to facilitate the smooth implementation and execution across all stages of projects, including updating project progress, attending regular project co-ordination meetings/calls, taking minutes at meetings/calls, responding to emails from external customers/vendors, and other follow-up actions
Initiate and design the survey monkey questions as a follow-up action for all internal meetings. Collect and consolidate all feedbacks for stakeholders' review in order to strengthen and improve the ongoing communication among the team
Work with the congress secretariat office for the sponsorship details and entitlement, liaise with both internal and external stakeholders to work out the program details and speakers engagement
Lead PfizerWork internal projects, e.g. translation services, video production, etc.
Serving as liaison between advertising agencies and the company, print suppliers, freelance talent and various marketing services

Financial process management

Monitor and manage budgets as appropriate to support portfolio objectives, including driving efficiencies in allocation of resources
Decideware management and approval
All financial documentation and requirements including create new vendor ID/PO, manage budget/tax forms, secure payment details, manage payment schedule, manage HCP payment packets and follow-up, manage HCP honoraria/speaker payments/out of pocket expense reimbursement
Reconciliation / 3rd party payments (review invoices, consolidate final costings and justify budget variances, review agency's budget tracker/reconciliation (unless CE is involved throughout the meeting planning), arrange payment with GFSS)
Work with countries finance on Inter-Company Cross Charge
Document retention and audit support
Take lead on budget planning under the supervision of assigned director, manage the Regional CMO budgets and ensure all programs and budget are booked into appropriate phasing.

(20%) Perform a series of secretarial and administrative functions for the marketing and medical team and provide additional services depending on the individual requests. Duties include, but not limited to:

Make travel arrangements including booking flights, car rentals, and hotel and restaurant reservations
Prepare travel itineraries and meeting agenda
Prepare expense reports; tracking T&E (travel and entertainment) budgets and reimbursements
Manage calendars - assist with meeting scheduling, conference room reservations, teleconference/video conference set-up
Assist with meeting logistics for all virtual and physical internal/external meetings
Prepare and update monthly reports, regular newsletters/announcements, team contact information, organizational charts, and distribution lists
Ensure all activities are executed in compliance with Pfizer Procurement, Anti-Bribery and Anti-Corruption policies and procedures
Prepare PowerPoint presentation material
Organize and manage document files
Vendor/Supplier maintenance
Serve as back-up support for other operations administrators in their absence in Singapore Regional Office

Qualifications
Must-Have

Bachelor's Degree
6+ years of administrative support experience
Excellent organizational, project management and interpersonal skills
Experience that demonstrates ability to proactively carry out personal or Executive Assistant functions proficiently
Proficiency in MS Word, Excel, PowerPoint, and Outlook

Nice-to-Have

Strong understanding of both pharma industry and scientific academic research environments
Knowledge of commercial processes or business analytics processes

#LI-PFE
Pfizer is an equal opportunity employer and complies with all applicable equal employment opportunity legislation in each jurisdiction in which it operates.
To learn more about acceptable and prohibited uses of AI during the recruitment process, please review our candidate AI-use guidelines available on Pfizer Careers .
Support Services

Skills Required

Bachelor's Degree
6+ years of administrative support experience
Excellent organizational, project management and interpersonal skills
Experience performing personal or Executive Assistant functions
Proficiency in MS Word, Excel, PowerPoint, and Outlook
Strong understanding of pharma industry and scientific academic research environments
Knowledge of commercial processes or business analytics processes

What the Team is Saying

Pfizer Compensation & Benefits Highlights

Healthcare Strength — Multiple U.S. medical plan options include telehealth, comprehensive mental‑health support, fertility/family‑building benefits, transgender‑inclusive coverage, and certain Pfizer medications at no cost. A Wellbeing Wallet and wellness resources broaden the health and wellbeing offering.
Retirement Support — A 401(k) with company matching is paired with an additional Pfizer Retirement Savings Contribution, alongside company‑paid life and disability insurance. One‑on‑one financial planning support is provided through Fidelity.
Leave & Time Off Breadth — Paid time off spans vacation, holidays, and personal days, with additional caregiver and medical leave. U.S. parental leave commonly includes 12 weeks paid with options for additional unpaid bonding time and a return‑to‑work transition.

Learn more about Pfizer's Compensation & Benefits →

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The Company

HQ: New York, NY

121,990 Employees

Year Founded: 1848

What We Do

Our purpose ensures that patients remain at the center of all we do. We live our purpose by sourcing the best science in the world; partnering with others in the healthcare system to improve access to our medicines; using digital technologies to enhance our drug discovery and development, as well as patient outcomes; and leading the conversation to advocate for pro-innovation/pro-patient policies.

Why Work With Us

We are the inventors, the problem solvers, the big thinkers — those who surmount any hurdle to deliver breakthrough medicines to the people who are counting on them the most.