Office Administrator

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.