Office and Administration Coordinator

Galderma; Toronto; On-site; CAD 66,000 - 83,000; Full time

Job summary

Galderma in Canada seeks an Office & Administration Coordinator to ensure smooth day-to-day operations, support Healthcare Professional contracting, and maintain processes across departments.

You will manage calendars, coordinate communications, handle records, and assist with procurement, facilities, onboarding, and governance documentation in a dynamic, collaborative environment.

Qualifications

• Bachelor’s Degree or equivalent experience/qualification.
• Excellent communication skills, bilingual in French is an asset.
• Proven ability to work independently and complete tasks with limited direction.
• Excellent project-management, time-management and organization skills.
• Exerts professionalism and discretion with confidential information.

Responsibilities

• Administrative & Operational Support: Coordinate day-to-day activities, manage calendars, prepare correspondence and minutes, maintain records.
• Office Management & Facilities: Oversee office operations, supplies, vendors, facilities, and equipment; front desk coverage.
• Knowledge Management & Process Documentation: Document processes and maintain templates and reference materials; support onboarding.
• Contracting & Payment Support: Administer HCP contracts, collect documentation, assist with approvals and payments, track key dates.
• Business Continuity & Emergency Preparedness: Support continuity planning, emergency procedures, and incident response.
• Additional Support: Assist HR processes, engage in employee engagement forums, and liaise with IT and leadership teams.

Skills

Communication skills

Project management

Time management

Organization

Independence

Discretion

Attention to detail

MS Office

Education

Bachelor’s Degree

Tools

MS Word

PowerPoint

Excel

Teams

Outlook

Job description

Galderma is the emerging pure-play dermatology category leader, present in approximately 90 countries. We deliver an innovative, science-based portfolio of premium flagship brands and services that span the full spectrum of the fast-growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981, we have dedicated our focus and passion to the human body's largest organ - the skin - meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals. Because we understand that the skin, we are in shapes our lives, we are advancing dermatology for every skin story.

We look for people who focus on getting results, embrace learning and bring a positive energy. They must combine initiative with a sense of teamwork and collaboration. Above all, they must be passionate about doing something meaningful for consumers, patients, and the healthcare professionals we serve every day. We aim to empower each employee and promote their personal growth while ensuring business needs are met now and into the future. Across our company, we embrace diversity and respect the dignity, privacy, and personal rights of every employee.

At Galderma, we actively give our teams reasons to believe in our bold ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.

The Office & Administration Coordinator supports the effective operation of the business by providing high-quality administrative and operational coordination across day-to-day office activities. The role is responsible for ensuring smooth office operations, supporting internal teams, and maintaining efficient processes, while also providing administrative support for Healthcare Professional contracting and payment activities.

Administrative & Operational Support

• Coordinate day-to-day administrative activities to support efficient business operations
• Manage calendars, schedule meetings, and coordinate internal and external communications
• Prepare correspondence, presentations, reports, and meeting minutes
• Maintain accurate electronic and physical records in line with company policies and SOPs
• Serve as a professional point of contact for internal stakeholders and external partners

Office Management & Facilities

• Oversee daily office operations, including supplies, inventory, vendors, facilities, and equipment
• Ensure front desk coverage and general office administration needs are met
• Coordinate office services, maintenance, and service providers
• Prepare and process purchase orders, requisitions, and invoices related to office operations

Knowledge Management & Process Documentation

• Document administrative processes, workflows, and SOPs
• Maintain centralized repositories for templates, records, and reference materials
• Support onboarding and operational consistency through clear process documentation

Contracting & Payment Support

• Support administration of (HCP) contracts, including preparation, tracking, filing, and record maintenance
• Collect, verify, and maintain required HCP documentation (e.g., credentials, compliance forms)
• Coordinate with Legal, Compliance, Medical, and Finance teams to support contract approvals and payments
• Track contract terms, key dates (renewals/expiries), and related invoices and payments

Business Continuity & Emergency Preparedness

• Support business continuity planning for office operations
• Maintain emergency procedures, evacuation plans, and emergency contact lists
• Coordinate office response during disruptions or emergency situations

Additional Support

• Support onboarding and administrative HR processes
• Participate in committees and employee resources groups to contribute to employee engagement and in office engagement forums
• Provide administrative support to the Canadian Leadership Team
• Liaise with IT on general user inquiries, equipment coordination, and meeting room technology
• Manages the company fleet program, including employee onboarding and offboarding, handling inquiries, and supporting annual activities such as driver safety training and year-end reporting.
• Performs other related responsibilities, as assigned, to support departmental and organizational objectives.

Minimum Knowledge And Experience

• Minimum of 1-3 years’ previous experience in an equivalent role supporting
• Bachelor’s Degree or equivalent experience/qualification
• Excellent communication skills, both written and oral. Bilingual in French is an asset.
• Proven ability to work independently and act resourcefully in order to complete tasks with limited to no direction
• Excellent project-management, time-management and organization skills
• Exerts professionalism and political savvy when interacting across levels of the organization
• Strong attention to detail and ability to process high volumes of work with accuracy
• Exercises sound judgment and discretion when handling confidential information and responding to requests.
• Technically experienced in order to independently manage technical requirements. Intermediate level proficiency in MS Word, Powerpoint, Excel, Teams and Outlook.
• Demonstrate honesty and integrity, and model behaviors consistent with Galderma’s Four Commitments, company standards and policies.
• Demonstrate agility and adaptability in learning new technologies and business processes.

The annual salary range for the role is $66,400-$83,000 CAD.