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Document Specialist

Document Specialist

Abbott

3 - 8 years

5 - 10 Lacs

mumbai

Posted:Just now| Platform:

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Skills Required

project management project scheduling administration documentation billing excel written communication procurement vendor negotiation secretarial activities claims invoicing processing project life cycle finance communication skills

Work Mode

Work from Office

Job Type

Full Time

Job Description

General Administration & Executive Assistance (30%)

Organizing documents; maintaining records; relevant policies, agreements, and BU communications.
Help prepare strategic drafts and final PPTs for executives (Site Head, Directors, DVPs etc.)
Prepare and send important documents, legal, financial and ops planning etc.
Manage the communications, expense claims & executive assistance for DVP/Director/Site Head

Day To Day Operations (20%)

Manage policy documents and all internal communications such as holiday, food, etc.
Monthly Bills and Invoices, Petty cash, Agreements, and maintenance as per schedule
Office Management & manage Contract Employees at site e.g., Housekeeping, security etc.
Process creation and improvement for daily small ad hoc and repeating work
Manage employee database, org charts, profiles, etc.

Office event co-ordinations, Logistics and Visitor Management (20%)

Vendor Coordination, creations in systems, document uploads etc.
Coordination for all internal events/ team offsite/ Visitor management at site - agenda preparation, logistics planning, budget estimation etc.
Engage with cross-functional team for meetings.

Project Management (30%)

Project delivery schedule, task trackers & scope management
Stakeholder management, Risk Management
Budget, cost management, MIS (if applicable), Templates for standardizations

Qualifications Minimum Required Skills

A Bachelor s degree in Science or Commerce
At least 3+ Years of experience in supporting as an Executive Assistant or Administrative Assistant or PMO for a mid-large size organization and help in managing team dynamics, promoting cohesive culture of collaboration, identify efficiency areas and saving time for key managerial personnel
Experience in prompt and correct processing of invoice, bills and monitoring and updating agreements, amendments, and other documentations to safeguard company s interest and liabilities
Experience working with Finance, Procurement, Legal, Facilities team, Housekeeping, Security, and other administrative and liaison with operations support functions (IT, OEC, BHR, TAG)
Understanding of project management lifecycle and methods used to track diverse types and small, medium, and large duration projects
Strong Negotiation and Influencing skills combined with oral and written communication
Critical thinking skills, and ability to effectively lead, collaborate and communicate across diverse group of stakeholders (scientific, technical, operational) and prioritize tasks

Preferred Desirable Skills

Master s in Business Administration (Finance, Strategy or Operations or General Management)
5+ years relevant secretarial work experience in a Life sciences and Healthcare Company and/or IT, Data Analytics
Experience managing or tracking projects and supplying quick meeting notes and action items to the team in a crisp and concise manner
Experience establishing and managing relationships with external stakeholders, vendors
Expertise working with Finance, Procurement, Legal and Administration and Facilities team

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