Edwards Lifesciences Office Supervisor in Moscow, Russia
Under the direction of Country Manager, this individual will be responsible for:
General office administration and documentation management
Cooperation with Customer service dept. to provide forecasts, check prices, trace Incoterms
Distribution agreements updates as needed
Travel and visas arrangements management
Data bases management
Grants request processing
HR administration support
Ad hoc reporting
Responsibilities include, but are not limited to:
Dealing with office services and supplies providers, search of new suppliers, tenders
Manage the documents turnover (in/out), fix and sort out appropriately according to Russian accounting law.
Collecting and check the invoices for conformity. Communication and interaction with third party accounting provider on invoices, employees, payments, agreements, supplies and other issues concerning the operation activity of Rep. office.
Payment of the invoices in bank-client system. Exchanging information with HQ about the balance and future payments, and provision of support documents for currents payments. Receiving bank statements and their check. Dealing with banks on corporate cards and other issues. Control and check of the expense reports of the employees in the internal EW system.
Regular updates of demand forecasts and annual demand planning
Manage distribution agreements, updates when necessary (prolongation, termination, exclusivity, price lists updates, any mutually agreed changes)
Cooperation with the distributors in RUS & CIS on distribution agreements, Quality Requirements, compliance etc.
Travel and visas management for EW employees and Proctors. Follow the EW corporate Travel & Entertainment policy.
Preparation of travel documents according to Russian legislation
Database management (customers, distributors etc.)
Provide support to HR administration – preparation of data for regular payroll processing, tracking of employee attendance, administration related to company cars, responsibility for labour safety and delivery related trainings of employees, cooperate with HR partner
Develop own effectiveness and contribute to the improvement of methods and routines with the team by actively participating in internal meetings and following development plans
Ensure cost effectiveness and identify cost saving opportunities in business operation and administration
Cooperate with the Company IT department to ensure effective use and equipment with ICT devices and services, respond to IT dept. requirements, ensure compliance with IT corporate policies
Provide marketing support to the team – advertising materials, pricelists, catalogues, etc. – in cooperation with the Company Branding, Promotions, Marketing dept.
Provide required support to Country Manager
- Effective time management and prioritization, keeping deadlines. Service delivery orientation.
Experience in office administration preferably within a multinational environment (Health Care sector is preferable)
Financial analysis skills and experience are an advantage
Preferably educated to BA degree
Fluent in Russian and intermediate in English written and spoken
Excellent computer literacy (MS Office applications, Internet), advanced knowledge of MS Excel required
Very well organized person
Ability to coordinate and execute activity plans
Excellent communication skills and relationship management
Ability of negotiation, conflict resolution, and problem solving techniques
Excellent time management attitude – ability to assess workload, split task and prioritize
Self-motivated, goal-oriented with high level of energy
Able to work under minimum of supervision
Team work attitude
Edwards Lifesciences is the global leader in patient-focused medical innovations for structural heart disease, as well as critical care and surgical monitoring. Driven by a passion to help patients, the company collaborates with the world's leading clinicians and researchers to address unmet healthcare needs, working to improve patient outcomes and enhance lives. Headquartered in Irvine, California, Edwards Lifesciences has extensive operations in North America, Europe, Japan, Latin America and Asia and currently employs over 15,000 individuals worldwide.
For us, helping patients is not a slogan - it's our life's work. From developing devices that replace or repair a diseased heart valve to creating new technologies that monitor vital signs in the critical care setting, we focus on helping patients regain and improve the quality of their life.