Otsuka Nutraceutical ( Otsuka Thang )

I. POSITION SUMMARY:
We are actively seeking a meticulous and detail-oriented Product Management Administrator to join our expanding Product Management team. In this newly created role, you will play a pivotal support function within the Product Management department (PMD). Additionally, you will collaborate with the Medical Communication department (MCD) to calculate monthly and quarterly incentives and handle administrative tasks. The workload distribution for this role will be approximately 70% focused on Product Management and 30% supporting Medical Communication.

II. Key responsibilities:
*Product Management Department (PMD) tasks:
• Collaborate with internal purchasing to process purchase orders from requisition to delivery.
• Ensure accurate entry, approval, and timely placement of orders with suppliers.
• Complete payment documents, meticulously track data in both our system and physical records.
• Submit relevant documents to the Finance department.
• Work closely with the Legal and Finance teams, as well as external partners, to process contracts and agreements.
• Manage the invoicing process related to marketing activities.
• Track expenses, process invoices, and ensure timely payments.
• Monitor incoming and outgoing dispatches, maintaining detailed records in logbooks.
• Ensure all marketing materials and activities comply with industry regulations and company policies.
• Review materials for compliance and maintain records of regulatory approvals.
• Oversee POSM and other material stocks in both the office and warehouse.
• Allocate POSM to other departments as needed.
• Maintain a checklist for materials production.
• Submit travel documents & make travel arrangements (flight tickets, hotels, taxis, and restaurant bookings).
• Organize team bonding activities.
• Procure necessary items and services.
• Assist in responding to customer inquiries via email, Facebook, and other digital platforms.
• Schedule and book meetings and appointments.
• Process requests and orders related to marketing materials.
• Create presentations and reports as needed.
• Manage and report on overall Brand Development budgets.
• Undertake any other tasks assigned by the Head of Brand Development.

*Medical Communication Department (MCD) tasks:
• Issue samples and leaflets as required.
• Coordinate delivery schedules for samples and leaflets.
• Process payments for MCD expenses, including per diem, transportation costs, and leaflet production expenses.
• Summarize shipping costs for the month.
• Verify the total amount and coordinate invoice issuance with the shipping unit.
• Regularly update the sampling costs in the Trend file.
• Monitor these costs on a monthly basis.
• Prepare sample proposals each month based on approved targets.
• Monitor inventory levels of samples and leaflets & update quantities at the end of each month.
• Check Tanca (if applicable) and manage timekeeping.