Position Summary:
This role provides comprehensive support across business administration/operations, data stewardship and light import logistics coordination for shipments into Malaysia & Singapore from global manufacturing sites. The incumbent will spend the majority of time on business operations, with approximately 20% of the role focused on coordinating 1–2 inbound shipments per month in partnership with internal supply chain and external logistics providers. This role offers the current Administrative Executive a seamless pathway to pivot into logistics responsibilities while building new skills.
Key Responsibilities
Business Administration & Data Stewardship
- Coordinate end-to-end event operations support for event owners (logistics, trackers, vendors, contract/PO/payment coordination) and maintain budget/expense tracking and follow-ups with stakeholders.
- Support VEEVA CRM system and maintain the “In-market” Dashboard including user access, data quality check, and basic troubleshooting and ticketing with global CRM IT.
- Support and implement data governance practices to maintain high-quality data.
- Collaborate with sales, marketing, and other departments to capture and analyze data requirements, ensuring alignment with business objectives.
- Generate reports and maintain sales dashboards to track key performance indicators and summarize performance and flag variances for review.
Logistics & Shipment Coordination (~20%)
- Coordinate 1–2 inbound shipments per month from global manufacturing sites into Malaysia & Singapore, working closely with internal supply chain, 3PLs, and freight forwarders.
- Coordinate, review and verify shipping documentation (e.g., commercial invoices, packing lists, import permits, delivery notes) prepared by relevant parties to support compliant clearance.
- Monitor shipment status, proactively follow up on delays, and escalate issues where necessary to protect product integrity and customer supply.
- Liaise with customs brokers and local logistics partners to ensure timely, compliant clearance and delivery to designated warehouses or customers.
- Maintain shipment records in relevant systems/trackers, and support periodic reporting on shipment status, lead times, and exceptions.
- Support continuous improvement of order-to-delivery processes affecting the sales team and customers, while adhering to relevant quality and regulatory requirements.
Malaysia & Facilities Operations (~5%)
- Oversee day-to-day management of the office space, including maintenance, cleanliness, and organization.
- Manage vendor relationships for office supplies, equipment, and services.
- Coordinate office moves, renovations, and space utilization projects as needed.
- Develop and implement office policies and procedures to ensure a safe and productive work environment.
- Serve as the primary point of contact for office-related inquiries and requests.
- Ensure compliance with health and safety regulations and protocols.
- Monitor and manage office security systems and protocols.
- Address facility-related issues promptly and effectively.
- Collaborate with cross-functional teams to optimize office space utilization and efficiency.
Qualifications
- Bachelor’s degree in Business Administration, Supply Chain, Facilities Management, Information Technology, or a related field.
- Experience in office operations, sales administration, or sales operations; exposure to logistics or supply chain coordination is an advantage.
- Understanding of pharmaceutical or medtech CRM systems, preferably VEEVA, with experience in data stewardship or administration.
- Understanding of basic import/logistics processes (documentation, coordination with 3PL/freight forwarders); pharmaceutical or healthcare experience preferred but not compulsory.
- Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments and levels of the organization.
- Strong organizational skills, with high attention to detail and the ability to manage multiple priorities.
- Analytical mindset with the ability to translate data into actionable insights.
- Proficiency in Microsoft Office and other relevant software applications.
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IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com