What are the responsibilities and job description for the Commercial Operations Specialist position at Quasar Medical | Medical Device Manufacturer?
JOB SUMMARY:
The Commercial Support Specialist will play a multifaceted role encompassing administrative support and commercial assistance. By reporting to the VP of Business Development, you will collaborate with various internal teams and regional stakeholders to ensure smooth operations and support for commercial initiatives. You will work collaboratively with all levels of the organization, coordinate with team members, assist in reporting and analysis, create presentations, and support various administrative tasks to ensure smooth operations within the commercial team.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following. Other duties may be assigned.
- Plan and coordinate site logistics for internal stakeholders, clients, and vendors, including IT and phone management, safety protocols, and site access requirements
- Office management, including shipping and receiving, supplies, visitors, general maintenance, etc.
- Process purchase orders, invoices, and vendor payments, ensuring accuracy and compliance with budgetary guidelines
- Oversee all logistics and inventory coordination for Chamfr operations, including scheduling and tracking shipments and ensuring timely and accurate delivery of materials needed to meet Chamfr requirements; Liaise with Chamfr suppliers and vendors to resolve any delivery or quality issues, maintaining smooth supply chain operations
- Generate and distribute weekly and monthly reports
- Analyze trends and provide recommendations to enhance efficiency and reduce costs
- Support in the tracking of business development projects; develop dashboards to enhance accountability
- proficient in CRM, preferably Hubspot
- Track and report on key performance indicators (KPI) for site operations, including budget adherence, productivity metrics, and logistics timelines
- Manage and execute BD events and meetings
- Organize travel logistics for site team members, including transportation and accommodations; Create and manage travel itineraries, ensuring staff members are briefed on schedule and objectives
- Assist with expense reports for VP Global Business Development
- Assist BD team with market research as needed
- Support local engineering team with site logistics such as software subscriptions, equipment needs, etc.
- Assist VP Global Business Development on additional projects as needed and perform other related duties as assigned by management
EDUCATION/ EXPERIENCE AND QUALIFICATIONS:
- Bachelor's degree in Business, Operations, or a related field
- 2-4 years of experience in executive assistant, operations coordination, financial management, or logistics, ideally within a site-based environment; Global experience a plus
- Exceptional organization and project management skills with the ability to balance multiple deadlines to deliver on objectives with a proactive communication approach
- Extensive experience in creating presentations, generating reports, and developing dashboards
- Proficiency in budget management and financial reporting
- Ability to work independently, adapt to changing priorities, and solve problems in a fast-paced environment
- Ability to maintain confidentiality and handle sensitive information with discretion
- Proven experience in Microsoft Office Suite, including Excel, PowerPoint, and Word
- Outstanding verbal and written communication skills
- Experience collaborating with a global team to integrate BD activities and ensure project alignment across regions
- Strong experience in managing and executing meetings and events
- Strong experience in reporting functions to analyze results and develop processes to improve efficiency, effectiveness, and ROI
- Experience sourcing and managing vendors and agencies
- Prior experience in Medical Devices and/or CDMO, Contract Manufacturing preferred
- Flexibility of working hours due to the international nature of the organization required
