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Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

People Leader

All Job Posting Locations:

Petaling Jaya, Selangor, Malaysia

Job Description:

Associate Manager, MedTech - Business Admin Malaysia

Role Summary

This role is responsible for providing comprehensive executive, business, and administrative support to MedTech (Surgery, EP and Vision) in Malaysia. The role supports compliant execution of commercial, medical education, and professional engagement activities, ensuring effective coordination across events, procurement, travel, and internal governance processes.

Job Responsibilities:

1. Business Administrative Support

• Provide administrative and coordination support to MedTech business leaders as required.

• Assist with documentation, and internal communications.

• Support cross‑functional collaboration across Commercial, Marketing, Finance, and Compliance teams.

2. Event & Engagement Administration (HCC Life / VEM)

• Support planning, coordination, and execution of MedTech commercial and medical education activities, including surgeon trainings, workshops, congresses, and internal meetings by supervising the contract employees reporting to the role.

• Ensure timely and accurate submission of event requests via HCC Life/VEM in line with J&J compliance requirements.

• Manage pre‑ and post‑event documentation, reconciliation, and archival for audit readiness.

• Coordinate with internal stakeholders to ensure event activities align to MedTech commercial and clinical engagement guidelines.

3. Procurement & Financial Administration

• Administer procurement processes through eMP, ARAVO, PR/PO, and RFP workflows.

• Prepare and submit accurate PRs, POs, and RFPs in a timely manner.

• Provide administrative support for:

• Vendor onboarding and compliance documentation

• Invoice tracking and payment follow‑up

• Quarterly and year‑end accruals and PO closures

• Liaise with vendors and Procurement on procurement‑related matters.

• Support basic budget tracking and accrual management for MedTech activities.

4. Travel & Logistics Support (Local & Overseas)

• Coordinate travel and logistics promotional, training, and professional education activities.

• Prepare and submit Travel Requisitions for internal approval.

• Support event logistics using tools such as Cvent, including venue and vendor coordination.

• Arrange air travel, accommodation, ground transport, visas, and related logistics.

• Liaise with approved travel agencies (e.g. AMEX Travel, BCD).

• Prepare travel dockets and maintain accurate travel records.

5. Enterprise Legal, EHS & Governance Support

• Ensure adherence to company policies and procedures, including but not limited to:

• Legal support

• License registration

• EHS Coordination

• Management of fleet card and other enterprise related support on employee benefits

• Business Planning & Reporting Activities (BPRA)

Qualifications & Experience:

• Diploma or bachelor’s degree

• Minimum 3 years’ experience in business administration, sales/marketing support, or event coordination, preferable within Medical Devices or Healthcare industry

• Experience supporting professional education, training programs, or commercial events is strongly preferred

• Familiarity with enterprise systems (e.g. procurement, event, and travel systems)

• Experience supporting onsite events and virtual meetings

• Strong attention to detail, accuracy, accountability, and integrity

• Demonstrated ability to work across stakeholders in a regulated environment

 

 

Required Skills:

 

 

Preferred Skills:

Accountability, Administrative Support, Budgeting, Business Writing, Customer Centricity, Data Capturing, Developing Others, Document Management, Inclusive Leadership, Leadership, Microsoft Office, Office Administration, Onboarding, Organizational Knowledge, Presentation Development, Professional Ethics, Travel Planning, Typing