Coordinator

13 hours ago

Steinbach, Canada Bausch + Lomb Full time

**Bausch + Lomb Corporation, (NYSE/TSX**: BLCO), is solely dedicated to protecting and enhancing the gift of sight for millions of people around the world from the moment of birth through every phase of life. Our mission is simple yet powerful: Helping you see better to live better.

The company is one of the best-known and most respected healthcare brands in the world, offering the widest and finest range of eye health products including contact lenses and lens care products, pharmaceuticals, intraocular lenses, and other eye surgery products.

Our highest priority is the well-being of the people we serve. By listening to our customers and patients, by constantly honing our innovation edge, by executing with integrity and excellence, we strive to earn the trust of our partners and stakeholders.

Over the last 167 years, Bausch + Lomb has become a global hallmark for innovation and quality. Our talented and motivated colleagues work relentlessly to invent new materials, engineer new technologies, and ultimately bring new innovations to help people see better to live better.

**Position Summary**:
This position is critical as it is the hub to all administrative request to review and process for MSA, Work Orders, HCP Contracts, Sponsorship Contracts, Hospital refunds, etc. It requires several follow-ups and coordination with other department such as Procurement, Legal, Finance, Medical, Market Access, Trade Relations, etc. It is essential for the business to meet the objectives and contribute to the success of the Pharma BU and the organization in a constantly evolving environment for the client relationship, internally and externally.

**ADMINISTRATION**: - 30%

**Coordinate logistics of internal meetings, ie**: CORE Team Meeting, Leadership Touchpoint Meeting, Update Meeting with 3 rd party agencies, etc.

Liaise with other departments (finance, human resources, operations, medical, etc.) to obtain the material or information needed to carry out the tasks

Follow up on various files and special projects

Process work orders approval and create PO

Get Procurement review and pre-approval prior to submitting in ServiceNow;
Legal to review contacts over $50 to provide stamped legal document prior to submitting in ServiceNow

Legal review sponsorships over $10K

Prepare executive summary for contracts over $100k CAD

**Submit in ServiceNow for approval by**: Procurement (2 people), Nadira, Legal if over $50k, Finance Director if over $100k and BU Director

Once approved in ServiceNow, create requisition and PO in SAP

SALES - 25 %

Organize and coordinate events such as National Sales Meetings, Leadership Team Meeting, Regional and National Congresses

Preparation of the necessary contract paperwork to secure speakers at NSM meetings

Ensure follow-up and HCP payment on OLA events (speaker fees, proper documentation, etc.)

Manage the onboarding, transfers, offboarding of all Sales Force Representatives (arrivals, informing various parties of the arrival, shipments of training materials, welcoming letters, updating various sales lists, ensuring creation of various accounts for new hires)

**Coordinate requests from sales force**: OLA and other sales events, sponsorships, grants, preceptorship, etc. Process all the paperwork for approval, request service agreement and process all payment requests. Order and coordinate business cards for the sales force.

MARKETING - 35 %

Support the marketing team to ensure the success of its efforts

Contribute to the development and maintenance of marketing & sales budgets for each product and each category, assist Finance with monthly budget meeting and accruals

Submit in Veeva Marketing activities such as sponsorship request, ad board, consultancy request, etc.

Liaise and coordinate logistics with product managers and 3 rd party agencies ad boards, consult meetings, webinar, etc.

Coordinate with marketing agency and product manager the process of marketing material approval, translation, printing, distribution to reps. Process work orders and create PO for each marketing projects.

Process all paperwork and payment request for conferences events (Sponsorship fees, proper documentation, etc.)

Coordinate printing/warehousing/distribution of promotional material (with TwinPro)

MARKET ACCESS - 5%

Prepare PO and payment for quarterly PLA refunds and coordinate the process of contract approval for the different projects.

TRADE RELATION - 5%

Prepare PO and payment for quarterly refunds for HealthPro and Medbuy and coordinate the process of contract approval for the different projects.

**Experience & Knowledge required**:
Minimum 10 years of experience in an administrative assistant position

Minimum 5 years of experience in a pharmaceutical environment

Excellent communication skills

Perfectly bilingual

**Other Skills required**:
Dynamic & excellence-driven coordinator

Ability to multi-task and prioritize effectively

Ability to take initiatives & calculated risks

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