Role Description:
The Business Services Specialist tasks include:
- Manage conflicting priorities and be comfortable in a fast-paced environment
- Manage and complete all required contracts, purchase orders and SOPs.
- Analyze processes and controls within the department to ensure efficiency. Provide data, reports and analyses
- Manage, track, organize and maintain company/operational databases.
- Responsible for all document management for the department, including SOP maintenance. Maintain confidential records and files.
- Act as the liaison with vendors. Managing and coordinating all requests for information.
- Interacts with Otsuka business leaders and their teams to provide administrative services relating to business strategy, products, processes, and systems and to support relevant day-to-day operations in the allotted timeframe
- Assist Otsuka leaders as needed with moderately complex project coordination as well as departmental initiatives, including operational and project-level support for Corporate Meeting Strategy
- Assist with agendas, presentations, handouts, budgeting information and other written materials for distribution at meetings
- Manage meetings with internal and external customers (scheduling, meeting invites, prepare agendas and collect and distribute materials for meetings, assist in writing meeting minutes, etc.)
- Working daily in Ariba to support SOW/MSA/PO creation, approvals and tracking, Supplier registration/management and data entry, as well as financial tracking and invoice management,
- End-to-end management of HCP contracts within in-house system (HIP)
- Maintain offline Excel trackers
- Identify opportunities to streamline workflows, to prioritize key business activities and develop solutions
- Manage all operational detail and issues independently-take ownership for completion
- Prepare reports to document invoices if needed selecting relevant information from a variety of sources
- Onboarding/Offboarding administrative support
- Oversight of operational activities (i.e., CDAs, purchase orders, contracts, invoice management, etc.) to ensure they occur efficiently and effectively
- Daily/Weekly/Monthly reporting
Required Skills/Qualifications:
- 5+ years of similar work experience
- Must be a proactive, independent thinker and able to work independently
- Must have experience with Ariba- specifically supporting MSA/SOW/PO and invoicing tasks
- Must have experience with Concur System
- Excellent organizational and time management skills with the ability to manage diverse projects from beginning to completion
- Ability to prioritize and manage multiple projects simultaneously while meeting deadlines
- Ability to work well under pressure in a high-paced environment with competing tasks and deliverables
- Excellent proficiency using the Microsoft Office Suite or related software; including navigating through Excel spreadsheets and creating V-Lookups and Pivot Tables
