Administrative Assistant - Regulatory Affairs and Pharmacy Operations
# Administrative Assistant - Regulatory Affairs and Pharmacy Operations **Garrod Inc** · Pasig · `On-site` 🕒 **Статус:** *Опубликовано: 4 дня назад* · *Источник: Indeed* --- ### About the Role ADMINISTRATIVE ASSISTANT Regulatory Affairs and Pharmacy Operations About Garrod Health Garrod Health is a full-spectrum, integrated healthcare services company engaged in pharmaceutical distribution, specialty pharmacy, oncology, medical technologies, dermaceuticals, professional education, and healthcare services. We are seeking a responsible, organized, and detail-oriented Administrative Assistant for Regulatory Affairs and Pharmacy Operations. The successful candidate will work under the supervision of the Senior Operations Head and coordinate closely with the Purchasing Staff, Accounting Administration, Pharmacy Operations Team, pharmacists, suppliers, and external regulatory agencies. The role will provide administrative and documentation support for the company’s regulatory compliance, purchasing, inventory management, pharmacy operations, and operational reporting. Key Responsibilities A. Regulatory Affairs and Compliance 1. Assist in the preparation, processing, monitoring, renewal, and proper filing of regulatory licenses, registrations, permits, and accreditations. 2. Coordinate regulatory matters involving agencies and organizations such as: - Food and Drug Administration Philippines (FDA) - Philippine Drug Enforcement Agency (PDEA) - Intellectual Property Office of the Philippines (IPOPHL) - Securities and Exchange Commission (SEC) - Bureau of Internal Revenue (BIR) - Local Government Units and Business Permit and Licensing Offices - Philippine Government Electronic Procurement System (PhilGEPS) - National Privacy Commission and other applicable agencies 3. Coordinate with the company’s pharmacists and authorized officers regarding regulatory submissions, inspections, renewals, compliance requirements, and corrective actions. 4. Maintain an updated regulatory calendar showing application, renewal, submission, inspection, and compliance deadlines. 5. Monitor the validity of company licenses, permits, product registrations, certificates, contracts, and accreditations. 6. Assist in gathering, checking, organizing, and submitting documents required for regulatory applications and renewals. 7. Maintain complete and properly organized physical and electronic regulatory records. 8. Monitor regulatory advisories, correspondence, inspection findings, and requests for additional documents, and promptly elevate these to the Senior Operations Head. 9. Coordinate with the Legal Counsel, Accountant, pharmacists, and other responsible personnel regarding regulatory and compliance concerns. 10. Assist in preparing responses, reports, corrective-action documentation, and supporting records requested by regulatory agencies. 11. Maintain the confidentiality and security of regulatory, corporate, commercial, and patient-related information. «Functions that legally require a licensed pharmacist, authorized company officer, or designated accountable person shall be reviewed, approved, and performed under the appropriate professional or authorized oversight.» B. Product and Supplier Regulatory Documentation 12. Work closely with the Purchasing Staff to obtain the complete regulatory requirements for medicines, medical devices, cosmetics, dermaceuticals, food supplements, and other stocks purchased or distributed by the company. 13. Request, collect, verify, organize, and monitor applicable supplier and product documents, including: - FDA Licenses to Operate - Certificates of Product Registration or Notification - PDEA permits and controlled-substance documents, when applicable - Certificates of Analysis - Safety Data Sheets or Material Safety Data Sheets - Product specifications and technical data - Batch or lot documentation - Importation and distribution documents - Manufacturer and distributor authorizations - Warranty and service documents - Other regulatory documents required by the company or government agencies 14. Ensure that suppliers submit complete and current regulatory documents before products are purchased, received, distributed, or offered to customers, as applicable. 15. Maintain a regulatory document tracker for suppliers, products, licenses, registrations, expiry dates, and missing requirements. 16. Follow up with suppliers and internal departments regarding incomplete, expiring, or noncompliant documentation. 17. Immediately report regulatory discrepancies, expired documents, questionable product records, or compliance risks to the Senior Operations Head and responsible pharmacist. 18. Assist in maintaining product master files and approved supplier records. 19. Support trademark applications, renewals, documentation, and monitoring in coordination with IPOPHL and the company’s Legal Counsel. C. Pharmacy Inventory and Operations Support 20. Closely monitor pharmacy inventory in coordination with Pharmacy Operations, the responsible pharmacists, Purchasing Staff, and Accounting Administration. 21. Assist in monitoring: - Current inventory levels - Fast-moving and slow-moving items - Near-expiry and expired products - Out-of-stock and low-stock items - Overstocked products - Batch and lot numbers - Product expiry dates - Inventory discrepancies - Damaged, returned, recalled, or quarantined products - Purchase orders, deliveries, receiving records, and stock transfers 22. Help reconcile physical inventory records with the accounting or inventory management system. 23. Coordinate and participate in scheduled physical inventory counts, stock audits, and inventory reconciliation activities. 24. Assist in investigating inventory discrepancies and prepare the necessary reports for management review. 25. Monitor the proper documentation of returned, damaged, expired, recalled, and quarantined products. 26. Assist in ensuring that inventory records and supporting documents are accurate, complete, traceable, and readily available for audit or inspection. 27. Support the Pharmacy Operations Team in maintaining compliance with company procedures, FDA requirements, PDEA requirements, and applicable pharmacy regulations. 28. Help monitor the implementation of inventory controls, including the First-Expiry, First-Out principle and other approved stock-management procedures. D. Operations Reporting and Documentation 29. Prepare weekly, monthly, quarterly, and ad hoc operational reports as requested by the Senior Operations Head. 30. Consolidate information from Purchasing, Pharmacy Operations, Accounting Administration, and other departments. 31. Prepare reports and trackers covering, as applicable: - Regulatory licenses and renewal status - Product and supplier regulatory compliance - Missing or expiring documents - Inventory levels and movements - Near-expiry and expired stocks - Stock discrepancies and adjustments - Purchase orders and pending deliveries - Product returns, recalls, and quarantined items - Corrective and preventive actions - Regulatory submissions and agency correspondence - Operational issues, recommendations, and action items 32. Prepare presentations, meeting materials, correspondence, summaries, and other documents requested by management. 33. Record and prepare accurate minutes of meetings, including decisions, responsible persons, deliverables, and deadlines. 34. Follow up with responsible team members regarding agreed action items and pending operational requirements. E. General Administrative Responsibilities 35. Manage regulatory and operations-related emails, accounts, correspondence, and document requests. 36. Coordinate meetings, appointments, inspections, supplier discussions, and regulatory-related activities. 37. Communicate professionally with government agencies, suppliers, customers, consultants, and internal departments. 38. Assist during regulatory inspections, audits, licensing activities, and company compliance reviews. 39. Encode information into the company’s accounting, inventory, document-management, or enterprise systems as required. 40. Ensure that company documents are properly named, filed, updated, backed up, and protected. 41. Ensure that electronic files are backed up at least weekly using the company’s approved external storage and cloud-storage systems. 42. Perform general administrative tasks, including encoding, photocopying, scanning, printing, filing, and document retrieval. 43. Assist with company events, travel arrangements, meetings, and other operational activities when required. 44. Conduct supplier, client, pharmacy, or government-agency visits and other field activities when instructed by the Senior Operations Head. 45. Work collaboratively with other team members to meet regulatory, inventory, operational, and organizational targets. 46. Maintain confidentiality, professionalism, accuracy, and integrity in handling company information. 47. Perform other related duties and special projects that may be assigned by the Senior Operations Head or other authorized company officers. Qualifications - Bachelor’s degree in Pharmacy, Business Administration, Office Administration, Management, Accounting, Supply Chain Management, or another relevant course. - Fresh graduates are welcome to apply. - Graduates of Pharmacy or candidates with experience in pharmaceutical regulatory affairs, pharmacy operations, purchasing, inventory management, or healthcare administration are preferred. - A licensed pharmacist is an advantage but is not required for an administrative support position. - Strong attention to detail and ability to manage regulatory deadlines and extensive documentation. - Excellent organizational, time-management, coordination, and follow-up skills. - Able to multitask, prioritize assignments, and meet deadlines. - Proficient in Microsoft Office, Google Workspace, and Canva. - Experience with accounting, inventory, or enterprise systems is an advantage. - Able to prepare clear reports, trackers, presentations, correspondence, and meeting minutes. - Professional and confident when coordinating with suppliers, government agencies, pharmacists, and other stakeholders. - Willing to perform fieldwork and visit regulatory agencies, suppliers, pharmacies, and other company locations when necessary. - Trustworthy and capable of handling confidential and sensitive information. - Preferably a resident of Cainta or Pasig, or willing to relocate nearby. Reporting and Working Relationships Immediate Supervisor: Senior Operations Head The Administrative Assistant will work closely with: - Purchasing Staff - Accounting Administration - Pharmacy Operations Team - Responsible and Regulatory Pharmacists - Operations Staff - Legal Counsel - External Accountant - Suppliers and Vendor Service Providers - Government and Regulatory Agencies Compensation - Basic Salary: PHP 18,000.00 per month - Transportation Allowance: PHP 2,000.00 per month - Food Allowance: PHP 1,000.00 per month - Total Monthly Compensation: PHP 21,000.00 Statutory benefits and other company benefits shall be provided in accordance with applicable laws and company policies. Job Types: Full-time, Permanent, Fresh graduate Pay: Php21,000.00 per month Benefits: Company Christmas gift Company events Opportunities for promotion Paid training Pay raise Promotion to permanent employee Ability to commute/relocate: Pasig: Reliably commute or planning to relocate before starting work (Required) Education: Senior High School (Required) Experience: Administrative: 1 year (Preferred) Language: English (Required) Work Location: In person
Наблюдалась 2026-09-15, впервые 2026-09-10, источник — Indeed.