Admin Coordinator

IQVIA; Greater London; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A leading global clinical research provider is seeking an Administrative Assistant to support mid-level managers. This hybrid role requires initially 2 to 3 days in the office, transitioning to 1 to 2 days later. Responsibilities include processing invoices, organizing travel, and providing administrative support. Candidates should have a high school diploma, advanced training, and at least 2 years of office experience. Strong numeracy skills and proficiency in MS applications are essential. A positive and reliable attitude is key to success in this position.

Qualifications

• Minimum of 2 years of prior related office/administration experience.
• Ability to learn new skills and develop competencies.

Responsibilities

• Perform diverse administrative duties for middle managers.
• Coordinate travel arrangements including flights and hotel bookings.
• Process invoices and manage records in various systems.
• Provide support to the Paddington Admin Mailbox.
• Cover for Admin/Executive Assistants during holidays.

Skills

Good numeracy skills

Proficiency in MS Outlook

Proficiency in MS Word

Proficiency in MS Excel

Proficiency in MS PowerPoint

Positive customer focus attitude

Team player

Education

High school diploma or equivalent

Advanced administrative training

Tools

COUPA

PeopleSoft

Concur

Job description

Role Context:

• Reporting line is to Executive Assistant/Administration Manager
• Supports a variety of mid-level managers who do not have allocated EA support
• The position is structured as a hybrid role, initially requiring 2 to 3 days in the office, transitioning to 1 to 2 days of office work later.

Principal Accountabilities:

• Under general supervision and acting on own initiative, performs diverse and administrative duties for middle managers.
• Works with Executive Assistant/Administration Manager and other administrative support staff to share and coordinate workload and best practices.

Tasks include:

• Raise POs and process invoices via different systems -COUPA, PeopleSoft, Non-PO and proactively follow up the process through to ensure payment.
• Maintaining up to date trackers e.g. invoicing, PO’s,
• Organise travel –flights, visas, trains, and hotel booking when required.
• Process expenses for managers using the online tool Concur.
• Provide coordinated support to the Paddington Admin Mailbox
• Provide coordinated holiday cover for Admin/Executive Assistants.
• Ad hoc administration requests as required
• Projects including UK Facilities and Fire Marshall

Minimum Education, Experience:

• High school or equivalent diploma and advanced administrative training with a minimum of 2 year’s prior related office/administration experience.
• Good numeracy skills and a good working knowledge of commonly used PC applications such as MS Outlook, Word, Excel and PowerPoint.
• Positive, can do, customer focus attitude is key. Reliable, team player.
• Opportunity to learn new skills, develop competencies and expand knowledge.

IQVIA is a leading global provider of clinical research services, commercial insights and healthcare intelligence to the life sciences and healthcare industries. We create intelligent connections to accelerate the development and commercialization of innovative medical treatments to help improve patient outcomes and population health worldwide. Learn more at https://jobs.iqvia.com

IQVIA is committed to integrity in our hiring process and maintains a zero tolerance policy for candidate fraud. All information and credentials submitted in your application must be truthful and complete. Any false statements, misrepresentations, or material omissions during the recruitment process will result in immediate disqualification of your application, or termination of employment if discovered later, in accordance with applicable law. We appreciate your honesty and professionalism.