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Commercial Project Coordinator (m/f/d)

Full-time

Location: Vienna

Job purpose

Responsible for providing a high quality and compliant, customer experience to both internal and external customers, enables the Business Unit (BU) to focus on business-relevant topics by providing competent & timely support on administrative & operational tasks. In this busy and challenging environment, the customer is always our top priority, and we continually strive to deliver an exceptional service to our customers time and time again.

Job responsibilities

• Supports the BU in managing commercial projects for the assigned therapeutic area under the supervision of the project owner
• iConnect – documentation preparation in alignment with Project owners
• Generating HCP contracts from contract templates, provide service performed forms and taking ownership of all the from the point of sending out the contracts to collating all the necessary paperwork for the payments to be made.
• Manages warehouse and stocking of printed assets
• Manages post & mailings
• Tracks expenses and gives input into Budget tracking tool with accurate and up to date entry due to costs incurred in iConnect, eMarket place, HPR, Manual Bank Payment
• Communicate with the suppliers on up-to-date information regarding the payment processes, invoice tracking
• Logistic & travel arrangements (logistic arrangements, registrations to events) – AmEx agency, C-events
• Finance support - accruals, P& A reports, engaged in the new set-up of the cc, accounting issues (latest for po events, incorrect bookings, etc.)
• Takeover of all printed materials from Design Agency/Printing companies and maintaining tracking sheet of all printed materials, quantities in stock, storing and informing Project owner on receipt
• Support to a Business Unit Lead

Event Management

• Generating Health Care Professional contracts and taking ownership of all the correspondence for that particular event, from the point of sending out the contracts to collating all the necessary paperwork for the payments to be made.
• Responsible for keeping own log and pro-actively working on all allocated events, chasing and liaising with involved team members and if required also directly with customers, to achieve the on-time payments and preparation of the events.
• Utilizing iCONNECT for event administration

Travel & Accommodation Bookings

• Organizational/administrative support in organization of internal and external events (trainings, ME events, cycle meetings...): airplane tickets (supportive function in assistance to employees with CONCUR bookings and other processes within the programme - in case needed the process of the expense reports can be taken over from the respective), venues, hotel accommodation, communication with AmEx and event’s organizers
• Organize all the logistical arrangements prior to the event and arrange for the payment of any additional expenses incurred.
• Interacting with HCPs for relevant administrative support

Teamwork

• Coordinate efforts with territory partners (other functions) in a team environment. Assess account needs and bring relevant cross-functional skills into the plan as appropriate
• Work closely on a daily basis with relevant Product Managers in order to target appropriately the customer’s need on the field of Promotional education and information.
• Create trustworthy and collaborative working environment internally and externally with the main objective to strengthen Janssen position as a company with high reputation and credibility
• Facilitate onboarding of new BU team members

Access

• Use appropriate and compliant relationship skills to gain access to physicians and Institution’s in difficult situations
• Assess accounts and bring relevant cross functional skills/teams for solutions and business growth
• Fulfill other tasks or duties set by direct manager

Qualifications:

• Commercial Education / Bachelor’s degree in Business Administration or Life Sciences (BA/BSc or equivalent)
• Demonstrated administrative / project management experience and technical competencies – minimum 1 year
• High level of customer orientation and a passion to deliver high standards of customer service
• Influencing and communications / interpersonal skills and an ability to work across external stakeholder groups and internal functions and roles for beneficial outcome
• Results driven: personally driven who is reliable and inspired to achieve results
• Conscientious
• Self-motivated
• Able to use own initiative and judgement
• Problem solving / decision making
• Strong oral and written skills
• Strong project and workload management skills and ability to work to tight deadlines with a strong attention to detail
• Willingness to challenge and improve processes.
• Focus on compliant behavior
• Collaborative, team player who is able to flexible in approach and work
• Systematic / structured and proactive approach
• Good computer skills, operation of various systems and database
• Teamwork with winning mindset and fun to work in a high performing team
• Multitask approach
• Open communication
• Fluency in English and German required, French considered an advantage

Minimum salary: 40.800€, can vary depending on qualification and experience