Senior Executive, Business Operations & Administration

Key Responsibilities

1. HCP Engagement Management

Coordinate end-to-end HCP engagement activities, including pre-event planning and post-event closure.
Ensure required documentation, approvals and compliance requirements are completed before activities.
Coordinate HCP travel, accommodation, transfers, meeting logistics and other engagement requirements.
Coordinate agreements, honorarium/payment documentation and supporting documents, wherever applicable.
Maintain accurate HCP engagement and activity trackers.

2. Field Force & Business Support

Act as the single point of contact (SPOC) for field-force administrative and operational queries.
Provide timely resolution/support for queries related to HCP engagements, events, vendors, payments, logistics and documentation.
Coordinate with Business Managers, Sales Managers and field teams for smooth execution of planned activities.
Follow up on pending actions and ensure closure within agreed timelines.
Support onboarding/training of field employees on relevant administrative and engagement processes.

3. Compliance & Documentation

Maintain and monitor compliance trackers for HCP activities and business initiatives.
Conduct pre- and post-activity documentation checks.
Ensure activities are executed in line with company SOPs, policies and applicable compliance requirements.
Identify documentation gaps and proactively highlight risks to relevant stakeholders.
Maintain records required for internal/external audits.
Track changes in SOPs/processes and communicate relevant updates to stakeholders.

4. Vendor Management

Coordinate vendor onboarding and documentation in collaboration with Procurement/Fice.
Raise/coordinate PRs and POs for approved activities.
Coordinate with vendors for quotations, documentation, service delivery and invoice submission.
Track vendor invoices and payment status.
Resolve vendor queries and ensure timely closure of outstanding issues.
Maintain vendor-related records and documentation for audit purposes.

5. Logistics & Event Operations

Coordinate domestic travel, accommodation, transfers and other logistics for HCPs and internal teams.
Support business meetings, conferences, advisory meetings, training programs and other commercial activities.
Coordinate with travel desks, event agencies and other service providers.
Ensure timely availability and dispatch of required event materials.
Track event-related deliverables and closure documentation.

6. Fice & Payment Coordination

Coordinate advance requests and approvals for business activities.
Track invoices, payments, open advances and outstanding liabilities.
Coordinate with Fice for timely processing and payment closure.
Ensure supporting documentation is complete before payment processing.
Support monthly provisions/accruals wherever required.

7. MIS, Trackers & Reporting

Maintain centralized trackers for HCP engagement, activities, compliance, vendors, payments and field queries.
Prepare periodic MIS and dashboards for Business/Commercial leadership.
Provide visibility on pending activities, outstanding payments, compliance gaps and operational bottlenecks.
Analyze operational data and highlight trends or areas requiring intervention.
Ensure timely and accurate reporting to stakeholders.

8. Cross-functional Coordination

Work closely with Sales, Marketing, Medical, Fice, Procurement, Compliance, HR and other support functions.
Drive closure of cross-functional dependencies.
Maintain clear communication and follow-up across stakeholders.
Support process improvements to simplify and improve business operations.

Key Success Measures

100% timely and compliant HCP activity documentation.
Timely closure of field queries.
Timely PR/PO processing and vendor onboarding.
Reduction in pending invoices, open advances and outstanding liabilities.
Timely HCP logistics and event execution.
Accurate and updated trackers/MIS.
Audit readiness with minimal compliance observations.
High satisfaction among field and business stakeholders.

Education: Graduate degree; B.Com/BBA preferred.

Experience: 5-10 years in Business Administration, Commercial Operations, HCP Engagement Administration, Sales Administration or similar roles. Experience in pharmaceutical, healthcare or diagnostics environments preferred.
Systems: Good working knowledge of MS Excel, PowerPoint and ERP/SAP-based processes.
Core Competencies
Strong coordination and follow-up
Stakeholder management and communication
Problem solving and ownership
Attention to detail and compliance orientation
Vendor management
Event and logistics management
MIS and Excel skills
Ability to manage multiple priorities and timelines
Ability to work independently in a fast-paced business environment

Role Positioning
Own the operational backbone of the business-ensuring every HCP engagement, field activity, vendor, payment, compliance requirement and field query moves seamlessly from request to closure.