Job Description

This is where you save and sustain lives At Baxter, we are deeply connected by our mission. No matter your role at Baxter, your work makes a positive impact on people around the world. You'll feel a sense of purpose throughout the organization, as we know our work improves outcomes for millions of patients. Baxter's products and therapies are found in almost every hospital worldwide, in clinics and in the home. For over 85 years, we have pioneered significant medical innovations that transform healthcare. Together, we create a place where we are happy, successful and inspire each other. This is where you can do your best work. Join us at the intersection of saving and sustaining lives—where your purpose accelerates our mission. Summary Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency
Support the commercial team with tender management, marketing processes, and other administrative work required for seamless business operations
Supporting the General Manager and selected executive staff with calendar and travel arrangements
Essential Duties and Responsibilities.
Administration
1. Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring administration functions.
2. Establish, maintain, and implement appropriate office admin policies, procedures, and controls; measuring results against standards; making necessary adjustments.
3. Maintains office efficiency by working with HRD in planning and implementing office systems, layouts, and equipment procurement.
4. Manage office properties maintenance. Maintaining records of office/apartment lease, equipment, company car rentals etc.
5. Educate and foster best green practices through recycle papers, minimize printing, electric savings and so on.
6. Proper monthly tracking of company bills (office/ apartment lease, meeting room reservation/tracking, phone, utilities, maintenance, and any relevant documentation).
7. Assist in preparation and monitoring of general administration budget.
8. Manage and responsible to negotiate, review office building contract, general insurance agreement for the Company.
9. Coordinate office move. Responsible for office renovation. Liaise with interior designer firm, building management office, contractors and so on.
10. Coordinate work schedules for cleaner and to supervise closely to ensure that the office is well kept.
11. Support the organization engagement and HR initiatives to help shape the organization culture.
Procurement
1. Reduce office expenses through a series of PSM initiatives implemented. Identify, drive, and implement key country PSM initiatives. Provide monthly saving report to EA PSM team.
2. Work with travel agent to ensure they adhere strictly our corporate travel guideline. Ensure all staffs are aware of the travel policy.
3. Assist commercial team in the timely booking of local or international travel request/s
4. Work with Global to review and solicit corporate hotel through negotiation to obtain competitive rate.
5. Liaise with existing suppliers to secure most competitive rate for office supplies, meeting events, marketing materials. Obtain quotations for comparison and related documentation are properly maintained.
6. Negotiate with suppliers on contracts for service and goods to obtain most competitive pricing without compromise on quality. Fully responsible in sourcing, negotiation, expediting delivery schedule and evaluation of vendors.
7. Processing or PR/ Purchase Order to be issued in COUPA. Ensure all purchasing activities are in accordance with company’s policy, procedures and compliance with internal control standards. Provide positive feedback/input on improvements to the areas relating to Purchasing.
Secretarial support
1. Prepare of monthly report to Country Manager for MOR. Generates and distributes routine and periodic reports.
2. Assist with the arrangements of appointments/meetings for both internal and external. Coordinates meeting schedules as and when required. Include attending and assisting with running of meeting and follow up of meeting action items.
3. Prepares and produces correspondence, documents, and reports.
Commercial support
1. Assistance in completing tender requirements to be submitted to Sales team in a timely manner
2. Preparation of tender documents which includes printing, filing, binding, and audit checking of requirements prior to submission
3. Coordinate with other functional units to consolidate tender/compliance/Finance/RA documents on a per need basis.
4. Safekeeping of all official documents with inventory/filing log for reference
5. Support marketing in tracking materials inventory, inventory replenishment, request for payments, and filing of documents
6. Regular coordination and scheduling of WWW express courier pick up of documents (i.e. Concur submission, RFPs, and other items for mailing to Canlubang Plant)
Reasonable Accommodations Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please send an e-mail to Americas_TTA@baxter.com and let us know the nature of your request along with your contact information. Recruitment Fraud Notice

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