Administrative Assistant

Company Description

Founded in 1997 by a Medical Doctor , Ergomed Plc is dedicated to the development of new drugs to save or improve lives. Operating with a global footprint in over 55 countries, Ergomed has the expertise to manage even the most challenging clinical trials. Ergomed provides services to over 100 clients in a range of therapy areas but excels in the provision of services for complex trials in Rare Diseases, Oncology and Neuroscience.

Job Description

DUTIES

MAIL CORRESPONDENCE ( incoming and outgoing )

• running of the electronic correspondence book
• preparation of the correspondence / packets for shipment
• creating waybills for registered mail
• receipt of incoming correspondence
• distribution of the correspondence among employees

COURIER SHIPMENTS ( incoming and outgoing )

• running of the electronic correspondence book
• preparation of the correspondence / packets for shipment
• ordering couriers
• tracking of shipments
• receipt of incoming shipments
• distribution of the correspondence among employees
• preparing documents and carrying out customs clearance
• shipments’ flow reports for Ergomed plc

SUPPORT for SAFETY DEPT. by MASSIVE SAFETY SHIPMENTS

( SAE, SUSAR, DSUR )

ARRANGEMENTS of OFFICE MEETINGS

• catering, transportation, assistance

PROCUREMENT

• monitoring of paper, stationery stock
• ordering of paper, stationery, other office materials and distribution
• tea, coffee, water, hygienic articles, etc. for company purposes

ARCHIVING of DOCUMENTS – electronic and in hard copy

( messages, financial documents, travel settlement, etc. )

SIGN VISITORS IN

SUPPORT FOR THE OFFICE AND OTHER DEPARTMENT

ASSISTANCY to OFFICE DIRECTOR

PROCESSING FINANCIAL DOCUMENTS

• checking financial clearance documents
• decreeing accounting documents
• distributing financial documents and making the appropriate number of photocopies as specified (originals for the accounting office, copies for the Ergomed office, if necessary copies for project documentation)

LISTING OF FINANCIAL DOCUMENTS FOR ACCOUNTANCY OFFICE

( four times monthly)

PERSONNEL BUSINESS TRAVEL SETTLEMENTS

• preparation of travel applications and settlements / control of settlements

PASS THROUGH COSTS REPORTS – monthly

• collection & description of documents

MANAGE PETTY CASH

INVENTORY – FIXED ASSETS and OTHER EQUIPMENT

• maintenance of all records
• collection of purchase invoices
• consultancy with accountant
• maintenance of guarantees
• car fleet administration ( leasing, rent, insurances, services )
• administering handover and acceptance protocols for staff equipment

ADMINISTRATION of CELL PHONES

MAINTENACE of the OFFICE EQUIPMENT

• management of services schedule
• ad hoc services
• supplies

PERSONNEL ADMINISTRATION – PRIMARY TRAINING of employees on administrative matters

COOPERATION WITH BUILDING ADMINISTRATOR and PARKING ADMINISTRATOR

MAINTAINING ORDER IN THE ENTIRE OFFICE AREA

COOPERATION WITH IT SUPPORT

• support in hardware and software configuration

TRANSLATIONS

• ordering translations and maintaining a register of requests

DEPUTY for HR Associate (partially , during absences )

DEPUTY for the Office Manager (partially , during absences)

Qualifications

Strong administration skills.

Additional Information

We offer excellent chances to progress and develop. We work on a global basis on interesting projects within rare diseases, oncology, and neurology. This is an ideal position to develop a career in clinical drug development.