Coordinator

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Job Description

Role objective

Leverages AI-powered tools and digital platforms to support the realization of projects, driving efficiency and innovation. Provides advanced administrative and project support by integrating automation, data analytics, and generative AI into daily workflows and project management.

More specifically, the Coordinator supports all project phases—from concept to implementation—by working cross-functionally with relevant stakeholders. The role reports to the Sales Lead Bulgaria and works in close alignment with the Country Head Romania/Bulgaria/Hungary.

Accountabilities

• Daily organizational and administrative tasks, providing general administrative support to the local office.
• Coordination, organization and independent planning of internal and external meetings, tasks and projects within deadlines.
• Veeva CRM event opening, collecting offers (meals, venue, transport, etc.), sending to approval, drafting agreements, collecting signatures internal and external, proof of service, invoices, archiving all documentation, closing event in Veeva, transparency disclosure requirements.
• Invoice processing: collecting invoices, attaching all related documentation, tracking, sending to payment, contacting accounting in case of missing payments.
• Tracking actual spending per each event; invoice processing, coding, tracking and paying; providing accruals for events
• Drafting donation agreements, collecting signatures (internal and external) and acknowledgments, uploading documentation to Veeva CRM, collecting payment data, closing donation in Veeva, transparency disclosure requirements.
• Managing office expenditures for Sofia office; handling POs and new vendor forms
• Organization of Cycle meetings, internal company events, launch and learn workshops, team buildings;
• For Office: Taking care of daily mail, care for the order and functioning of the office; inventory; ordering food, beverages, and office supplies; organization of transport and hotel accommodation
• Maintains efficient relationships with internal stakeholders and participates in events
• Supports other projects as required by cross-functional team.
• Act as an ambassador of Takeda’s vision and Takeda Values to achieve patient focus and patient centricity.
• Identify and raise relevant issues related to the projects and propose potential solutions through the appropriate internal and external channels.
• The key user of internal platforms, tools and processes (authorization tools, CRM and respective procurement platform) to ensure compliance with Takeda’s approval processes.    

AI & Technology-Specific Accountabilities

• Implements and optimizes AI-driven solutions for event management, document processing, and reporting.
• Uses generative AI to draft agreements, communications, and project documentation, ensuring accuracy and compliance.
• Applies data analytics and automation tools to track budgets, spending, and project milestones.
• Champions digital transformation by identifying opportunities to automate repetitive tasks and streamline office operations.

Area covered: Bulgaria        

Education, behavioral competencies and skills

Essential:

• 3+ years’ experience in the pharmaceutical industry or project management. 
• Bulgarian language is a must, proficient knowledge of English language.
• Computer knowledge and efficiency, including Microsoft Office.
• Excellent communication skills.
• Excellent time management and organizational skills Collaborative leadership– Proven ability to think and work across functions and levels.
• Self-motivation and achievement drive, agility for multi-tasking and delivery of superior results.
• Drive for results and solid decision making/problem solving and negotiation skills.
• Business acumen.

AI & Technology-Specific:

• Demonstrated experience with AI platforms (e.g., Microsoft Copilot, Veeva CRM automation, or similar).
• Ability to evaluate and implement new technologies to improve business processes.
• Strong digital literacy and adaptability to emerging tech trends.

Desired:

• Previous experience in the pharmaceutical field or a multinational company
• List the desirable education and competency requirements to perform the primary responsibilities of the job.

Locations

Sofia, Bulgaria

Base Salary Range:

€19,500.00 - €26,730.00

For information about our benefits, please click here.

Worker Type

Employee

Worker Sub-Type

Regular

Time Type

Full time