Administration Coordinator

We are partnering with a global biopharmaceutical company that is actively expanding its presence in the Central and Eastern European region. With a strong commitment to scientific innovation ethical practices and patient-focused solutions the organization is currently building up its local operations in Poland. The Warsaw office will play a key role in supporting commercial medical and market access activities across the region.

The company operates in a highly dynamic and collaborative environment where cross-functional teamwork flexibility and high operational standards are the norm. As part of this exciting growth phase we are looking for a skilled Administration Coordinator to support the day-to-day running of the Warsaw office and help establish effective administrative processes that align with global standards.

This is an excellent opportunity for someone who thrives in a fast-paced international setting and is eager to contribute to building efficient and professional support structures from the ground up.

Key Responsibilities

Office Administration & Coordination

Develop and implement a new collaboration model with the Global Operations Team including office communication practices.

Support the creation and organization of a new office workspace in Warsaw.

Provide comprehensive administrative and project support to Commercial Market Access and Medical departments.

Collaborate with a new external payment operator (ASB) to establish an effective working model.

Manage daily administrative tasks including handling correspondence phone calls document preparation and courier services.

Organize internal and external meetings in coordination with agencies hotels and vendors.

Support brand-related events and meetings.

Liaise with the IT department regarding office equipment and system needs.

Build and maintain relationships with suppliers and service providers.

Act as a point of contact for health and safety-related processes.

Reconcile and process corporate credit card expenses on a monthly basis.

Prepare and manage contracts with healthcare professionals (HCPs) third parties and vendors in line with internal procedures.

Oversee vendor onboarding contract administration and purchase order creation.

Assist in local operating expense management including budget tracking and PO processing.

Coordinate with healthcare institutions foundations and event agencies.

Support the planning and execution of live and virtual events (e.g. congresses workshops).

Assist in the onboarding process for new hires.

Ensure compliance with internal material approval and documentation procedures.

Provide executive assistance and logistical support as needed by the Country or General Manager.

Compliance Support

Assist in structuring and managing compliance processes including local declarations authorizations and legal review of agreements with HCPs.

Requirements

Proven experience in a similar administrative or coordination role preferably within an international or pharmaceutical setting.

Strong organizational skills attention to detail and the ability to manage multiple priorities.

Proficiency in Windows environment and enterprise systems such as Agiloft Ariba and SAP.

Familiarity with basic AI tools is considered a plus.

Excellent communication and interpersonal skills.

A proactive solutions-oriented approach to problem-solving and project management.

What We Offer

A diverse and meaningful role with both local and global exposure.

The opportunity to shape office operations and support high-impact activities.

A collaborative and ethical working environment.

Hybrid working model with a modern office space in Warsaw.

Long-term development opportunities in a reputable international organization.

If you are ready to take on a broad administrative role that combines coordination compliance and cross-functional support we look forward to hearing from you.