Hybrid Operations & Admin Coordinator

Tamarind Intelligence; Madrid; Híbrido; EUR 30.000 - 48.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid working model

Descripción de la vacante

Novocure is seeking an Operations Coordinator to support office administration and manage commercial and medical operations. The role balances coordinating with internal teams and external partners, ensuring smooth daily operations and adherence to procedures.

You will assist with onboarding, communications, meetings, travel, budgets, and compliance, while supporting the General Manager and broader team in a dynamic, hybrid setting.

Formación

• Proven experience in administrative and coordination roles.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office suite and office management software.
• Knowledge of healthcare industry regulations and compliance standards preferred.
• Fluent in Spanish and in English, spoken and written.
• Bachelor's degree in business administration, Healthcare Management, or relevant field is highly valued.

Responsabilidades

• Act as the central point of contact for day-to-day affiliate operational matters, coordinating with internal functions and external service providers, including IT, building reception and office vendors.
• Coordinate the local onboarding of new employees and their operational set-up, including IT equipment, mobile devices, SIM cards and company car provision or replacement in collaboration with the relevant teams.
• Manage the affiliate's official communication channels, including the general telephone line and email inboxes, ensuring that inquiries are handled professionally and directed to the appropriate owner.
• Oversee office services and supplies, including stock management, postage, courier services and shipments, ensuring timely and reliable support for the affiliate.
• Coordinate internal meetings and office-based activities, including calendar management, meeting rooms, catering, transportation and other required logistics.
• Provide administrative and logistical support to the General Manager and the broader team, including travel arrangements, hotel bookings, reservations and event-related coordination.
• Support financial administration by processing invoices and expenses and maintaining accurate budget tracking in accordance with internal procedures.
• Maintain and organize affiliate records and documentation, ensuring appropriate accessibility, confidentiality and compliance with applicable requirements.
• Coordinate occupational risk prevention activities, including employee medical appointments, required documentation and annual reassessments.
• Coordinate the end-to-end approval process for medical and commercial activities, ensuring timely submission, follow-up and alignment with internal requirements.
• Plan and execute logistics for internal and external meetings, events, and national and international congresses, including venues, materials, suppliers, travel arrangements and on-site support when required.
• Coordinate sponsorship activities from initiation to completion, including communication with organizers, contract administration, vendor coordination, invoicing and logistics.
• Liaise with Legal, Compliance, Medical and other relevant internal teams to facilitate the review and validation of contracts and activities in line with Novocure standards.
• Coordinate external vendors and operational partners, monitoring timelines, deliverables and service quality for events and related activities.
• Monitor budgets, purchase-related documentation and invoices for congresses, meetings and events in collaboration with the relevant departments.
• Maintain complete and well-organized records for medical and commercial activities, ensuring appropriate archiving, confidentiality and audit readiness.
• Complete the administrative closure of medical and commercial activities, confirming that all required approvals and supporting documentation are in place.

Conocimientos

Administrative coordination

Organizational skills

Communication

Microsoft Office

Healthcare regulations

Bilingual English/Spanish

Educación

Bachelor's degree

Descripción del empleo

Novocure is seeking an Operations Coordinator to support office administration and manage commercial and medical operations. The role balances coordinating with internal teams and external partners, ensuring smooth daily operations and adherence to procedures.

You will assist with onboarding, communications, meetings, travel, budgets, and compliance, while supporting the General Manager and broader team in a dynamic, hybrid setting.