Administrator (Clinigen Lifecycle Services)

Experience Level: Mid Level | Posted Date: 2025/04/28

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Description

We are looking for an experienced Administrator to provide essential administrative support to our global Clinigen Lifecycle Services (CLS) business unit. This role will involve collaborating closely with various teams to streamline billing processes, support project managers, and contribute to various administrative tasks across the CLS division.

The role encompasses the following responsibilities:

 Financial  Responsibilities:

• Provide consolidated time data with rate calculations to the billing team in order to accurately invoice our clients
• Collate and consolidate information on unit fees and additional charges for the billing team in order to accurately invoice our clients
• Research and resolve client billing problems or issues
• Support project managers with new project set up in both our Oracle billing system & time tracking tool
• Support project managers with new client set up in our Oracle billing system
• Maintenance and streamlining of information across billing and time tracking platforms
• Support CLS team with setting up Purchase Orders and supplier’s invoices to ensure timely payments

Administrative Responsibilities

• Provide administrative support across the CLS team.
• Support with CLS projects (such as Databasics time tracking tool) by working cross functionally with the CLS team
• Schedule, co-ordinate, arrange internal and external meetings and take meeting minutes.
• Co-ordinate update of Pharmacovigilance System Master File by working with key stakeholders.
• Perform out of office hours testing for QPPV phone line and perform regular business continuity testing for PV.
• Monitoring of the PV mailboxes and forwarding communications to the relevant team members.
• Support with maintenance of the CLS specific procedures by raising document change request and working closely with author and quality team until finalisation.
• Format and finalise documents for sign-off.
• Files, stores and archives safety-related and regulatory data documentations in accordance with PV department and company policies and local requirements.
• Supports local PV audits and inspections including readiness activities and supports audits of business partners/vendors/clients as directed.
• Update and maintain CLS related spreadsheets/trackers.

Requirements

• Previous administration experience (minimum 3-4 years).
• Previous employment in Pharmaceuticals and/or Finance preferred.

• Ability to build relationships with key stakeholders and external parties i.e., partners/distributors/service providers.
• Ability to work collaboratively within a matrix and/or cross- functional environment.
• Excellent attention to details and ability to work under pressure.
• Self-motivated and organised, with the ability to work unsupervised.
• Excellent prioritisation and time management skills.
• Extensive knowledge of MS Office Applications and systems.
• Outstanding written, verbal and interpersonal communication skills.
• Excellent ability to handle multiple tasks in a fast-paced and constantly changing environment.
• Must be a team player and able to work collaboratively with others