Office and Administrative Management
- Oversee daily office operations, document management, record keeping, and general administration
- Processing travel orders for the FME Croatian team – verifying documentation and calculations, entering records into the system, reviewing and archiving invoices related to travel orders, and recording expenses in the CONCUR system
- Managed employee time tracking in the All Hours system to support payroll processing; maintained records of annual leave and sick leave; served as All Hours system administrator, collaboration with external accounting service, including preparation and submission of JOPPD forms
- Submission of public tenders – preparing documentation and serving as administrator for the EOJN system via the Narodne Novine portal for tender applications
- Ensured Compliance and Legal approvals, managed checklists and procedure verification, and entered contracts into the CRS database
- Managed legal documentation and archives, oversee ownership records, and conducted due diligence analyses
- Logging incoming invoices in the Agir system
- Act as the main liaison between the office and internal departments: Compliance & Legal: coordinate documentation, contracts, audits, and regulatory requirements; Finance & Accounting: support invoice processing, budget tracking, and expense reporting; Quality: assist in tracking projects, compliance standards, and service requests
- Procurement: manage office supply orders, ARIBA, ARAVO, CRS, contracts
- ARIBA system: acted as requestor for FME Croatia, created purchase orders and limit orders, processed goods receipts upon invoice receipt, and ensured reconciliation.
- ARAVO system: managed supplier onboarding, including questionnaires and analyses.
- Initiated contract renewals in collaboration with Legal and Compliance functions, managed archives, and records, and collected vendor proposals.
- Marketing & Sales: assist in organizing events, promotional activities, and internal communications
- Plan and coordinate meetings, workshops, conferences, and corporate events, including logistics, hospitality, and follow-ups
- Manage office facilities, company vehicles, mobile devices, and security access; Administrator for corporate fuel and toll cards, managing all expenses related to the company vehicle fleet; Oversaw company vehicles (insurance, inspections, damages, replacement arrangements) and managed office and clinic mobile devices (issuance, returns, warranties, service requests).
- Supported professional councils, prepared meeting minutes, drafted resolutions, and coordinated with directors, legal advisors, and notaries
- Maintained office facilities and supplies, liaised with building management, and ensured smooth daily operations
Compliance Administration:
- Managed the company’s compliance program across all business segments, ensuring adherence to procedures and guidelines.
- Maintained the DAS system by registering congresses, events, and healthcare professionals (HCPs), including uploading documentation and obtaining LCO and Medical approvals.
- Overseeing onboarding of HCPs, conducting due diligence, managing questionnaires, and collecting required documentation and evidence.
- Served as Policytech administrator, ensuring accurate record-keeping and compliance tracking.
- Prepared comprehensive compliance documentation for events, including selection criteria, CVs, fair market value verification, participant lists, presentations, event photos, per-person cost calculations, hospitality attachments, contracts, checklists, and event proposals.
- Coordinated translation of procedures and communications with LCO; managed publication of procedures on notice boards and prepared printed materials for office; ensured local implementation of projects according to LCO instructions.
- Supported organization of FME workshops, local trainings, and events, including gathering offers and liaising with third parties.
- Communicated with professional bodies such as the Croatian Medical Chamber, HKMS, and Croatian Medical Association; submitted events for credit accreditation via digital portals.
- Drafted copyright agreements, calculated fees, coordinated third-party signatures, uploaded agreements to the CRS system, and maintained archives.
- Conducted regular compliance audits and submitted required documentation.