PO & Office Administrator

2 weeks ago

United Kingdom invoX Pharma Limited Full time

PO & Office Administrator

Department: Business Support

Employment Type: Contract / Temp

Location: invoX Belgium N.V.

Reporting To: Vanessa Liberato

Description

invoX Belgium NV , the Respiratory Innovation Centre for invoX, is focused on the development of pharmaceutical products with superior delivery to the lung based upon differentiated technology in the form of our next generation Soft Mist Inhalation (SMI) device. Our proprietary, propellant-free, purely mechanical device delivers medication to the lungs more effectively than other types of inhalers and is poised to change the treatment paradigm in large markets including asthma and COPD.

To help continue our growth and success, we are looking for an Office and Purchase Order Administrator . This dual position will focus on supporting the Office Manager with her daily tasks, but also on independently carrying out SAP and PO activities, in close collaboration with the finance and purchase teams.
As invoX continues to grow, this is a compelling opportunity to work in a fast-paced business.

invoX is a research-driven global biopharmaceutical company using next-generation technology platforms to discover and develop innovative medicines that can change the lives of people around the world. Our vision is to be a leading global biopharmaceutical company with an advancing pipeline of products addressing the unmet healthcare needs of patients. invoX is a wholly owned subsidiary of Sino Biopharmaceutical Limited, a Hong Kong listed global top 40 pharmaceutical company with more than 24,000 employees.

Key Responsibilities


As Office Administrator (50% of the time):

The Office Administrator will be closely working together with the Office & Administration Manager providing administrative support to the team as needed.

  • Organizing office administration
  • Performing general office clerk duties
  • Serve as front of the house, screening calls / emails and welcoming visitors to the office
  • Helping organize and maintain office common areas.
  • Arranging shipments with international Courier organisations
  • Handling incoming calls and other communications.
  • Managing filing system & recording information as needed.
  • Coordinate travel in absence of the Office manager


As Purchase Order Administrator (50% of the time):

The PO Administrator will be connecting the business with finance and procurement teams. You will be responsible for the day-to-day administrative operations of the procurement processes and ensuring purchase orders and receipts are processed within the SAP system and managed in line with invoX policies.

  • Facilitate new vendor management
  • Create new purchase requests in SAP on behalf of the business
  • Follow-up on the approval of purchase requests
  • Monitor open purchase orders and review for closure in SAP
  • Prepare ad hoc reporting on purchase order spend
  • Create receipts for invoices or accruals against open PO’s after obtaining approval of the involved line manager
  • Liaise with Accounts Payable on invoice receipts
  • Follow-up on open approval requests for creating receipts
  • Manage the procurement mailbox
Skills, Knowledge and Expertise
  • Proven experience as an assistant, office assistant, or in another relevant administrative role
  • Bachelor Office Manager or similar
  • Knowledge of ERP systems (preferably SAP)
  • Outlook 365
  • Proven organizational and time management skills, eye for detail
  • Written and verbal communication skills in NL-ENG-FR
  • Strong communicator, service-minded
  • Knowledge of the P2P process or a keen interest to learn about this process.
  • Competent user of Excel, effective in the use of spreadsheets and databases
  • Works with integrity
Why work at invoX?

We get things done, we keep things simple and we are driven by the science. We are ambitious so we work hard to create an environment where we can take smart risks. We want to be innovative so encourage debate and collaboration to challenge the usual way of doing things. We love our celebrations and socialising, which make invoX a fun and diverse place to work. And most of all, everyone has the opportunity to make a difference.

For this position candidates must be eligible to live and work in Belgium. #J-18808-Ljbffr

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