Office Administrator

Job Description ELPEN MEA | We're Hiring in Dubai As we continue to grow our presence in the region, we're excited to announce a new job opening based in Dubai: Office Administrator About ELPEN Pharmaceutical Co. Inc. ELPEN Pharmaceutical Co. Inc. is a leading European pharmaceutical company founded in Greece in 1965, with more than 60 years of scientific excellence and a strong commitment to quality, innovation, and patient-centric care. As part of its international expansion, ELPEN has established its Middle East & Africa (MEA) Headquarters in the United Arab Emirates, serving as a strategic hub connecting regional operations with ELPEN headquarters in Greece. Location Dubai, United Arab Emirates Reporting Line Reports to: General Manager MEA Works closely with: HQ teams in Greece, Customer Service, Finance, Sales, and External Partners Job Purpose To provide comprehensive administrative, analytical, and coordination support to the MEA office, ensuring smooth day-to-day operations, accurate data handling, disciplined expense management, effective sales order follow-up, and seamless coordination between stakeholders in the UAE and Greece. The role also serves as a key organizational and operational support function for the General Manager. Key Responsibilities 1. Office Administration & Operations (Primary) - Manage day-to-day office administration activities, ensuring efficient and organized operations. - Coordinate office arrangements, supplies, vendors, service providers, and facility-related matters. - Maintain accurate records, files, and documentation in line with company standards. - Support onboarding logistics and administrative arrangements for new employees or visitors. 2. Executive & GM Support - Act as the primary administrative support for the General Manager. - Arrange and coordinate meetings, appointments, and calendars (internal and external). - Organize travel, accommodation, agendas, and meeting materials. - Ensure timely follow-up on action items arising from meetings. 3. Data Collection, Analysis & Reporting - Collect, consolidate, and maintain operational, commercial, and administrative data. - Prepare reports, trackers, and dashboards to support management decision-making. - Utilize advanced Excel and Power BI skills to analyze data and generate insights. - Ensure data accuracy, consistency, and timely availability. 4. Expense Handling & Financial Coordination - Handle expense tracking, verification, and documentation in coordination with Finance. - Support budget tracking, expense reports, and reimbursement processes. - Ensure compliance with internal policies and approval processes. 5. Sales Order Follow-Up & Customer Service Coordination - Follow up on sales orders with Customer Service teams to ensure timely processing and delivery. - Coordinate internally with Supply Chain, Finance, and Sales teams to resolve order-related issues. - Maintain order trackers and provide status updates to relevant stakeholders. 6. Stakeholder Coordination (UAE & Greece) - Act as a coordination point between MEA operations and ELPEN HQ in Greece. - Liaise with internal stakeholders (Sales, Marketing, Finance, Regulatory, Supply Chain). - Manage communication with external partners, vendors, and service providers. - Support cross-border collaboration and information flow. Required Qualifications & Experience - Bachelor's degree in Business Administration or a related field. - 36+ years of experience in office administration, executive support, or operations support roles. - Experience within pharmaceutical, healthcare, or multinational environments is a strong advantage. Skills & Competencies - Fluent English (spoken and written) is mandatory; additional languages are a strong plus. - Excellent proficiency in Microsoft Excel (advanced formulas, pivot tables) and Power BI. - Strong organizational and multitasking skills with high attention to detail. - Ability to handle confidential information with discretion. - Strong communication and stakeholder management skills. - Proactive, solution-oriented, and able to work independently. Success Profile A highly organized and analytical office administrator who can manage multiple priorities, support senior leadership effectively, handle data and expenses with discipline, and act as a reliable coordination bridge between the UAE office and ELPEN headquarters in Greece.