Office Coordinator; Iberia

Overview:

Job Summary (Primary function)

The Office Coordinator, Iberia provides operational, administrative and cross-functional support to the Iberia affiliate, ensuring the smooth running of office operations and acting as a key coordination point between local teams and EU headquarters / corporate functions. The role supports office management, fleet administration, finance and procurement processes, contract and compliance workflows, quality documentation, transparency activities, events and IT coordination, while ensuring that activities are performed in line with company procedures, applicable legal and compliance requirements and Incyte’s standards of business integrity.

Essential Functions of the Job (Key responsibilities)

Office Management and Administrative Support

Act as a first point of coordination for the Iberia office, including telephone support, shared mailbox management and visitor assistance.

Coordinate office services, suppliers and day-to-day facilities needs, including office supplies, refreshments, courier services, access cards, maintenance incidents and utilities follow-up.

Support records management, document filing and retention practices for the Operations area.

Fleet Management

Coordinate company car fleet activities for Iberia, including vehicle requests, configuration, renewals, returns, deliveries, documentation and renting processes.

Act as liaison with fleet providers and follow up on incidents, fines, delivery status and related administrative matters.

Maintain accurate fleet records and ensure timely follow-up of high-priority actions.

Finance, Procurement and Vendor Management

Support vendor onboarding and supplier set-up processes, including management of required documentation and coordination through relevant systems such as ZIP / ICE360.

Create, track and follow up purchase orders, invoice receipt, invoice approval and reconciliation processes through SAP or applicable finance systems.

Coordinate with EU Finance and local stakeholders on accruals, invoice status, pending approvals and finance-related reporting or control spreadsheets.

Support supplier and contract administration, ensuring timely follow-up with internal requesters and external vendors.

Contracts, Compliance and Legal Administration

Coordinate administrative workflows for NAFs, contract requests, approvals, signature and archiving through systems such as ATLAS, Agiloft, ZIP, ICE360, OneTrust and DocuSign.

Support documentation review, approval tracking, vendor onboarding, compliance documentation and control of contract validity dates.

Contribute to corporate and industry compliance activities, including the preparation, filing and archiving of documentation related to external parties and service agreements.

Act within compliance and legal requirements as well as company guidelines, contributing to a strong culture of business integrity and ethics.

Quality and Training Support

Support quality-related administrative processes, including Veeva SOPs, DCC, BCP, contact lists, QA review coordination, training follow-up and quality archiving.

Coordinate with relevant departments to ensure quality documentation and training requirements are completed and appropriately filed.

Transparency and Regulatory Administrative Support

Support transparency-related processes and annual reporting requirements for Spain and Portugal, including Farmaindustria, Comunidad de Madrid and INFARMED activities as applicable.

Coordinate collection, review and submission support for transparency documentation and related internal follow-up.

Events and Meeting Coordination

Support the organization and logistics of internal and external meetings and events, including cycle meetings, corporate events, catering, materials, logistics and event closure activities.

Coordinate travel, meeting rooms, suppliers and materials as required, ensuring appropriate documentation and approvals are in place.

IT and SharePoint Coordination

Coordinate with EU / Lausanne IT and local IT suppliers to support user needs, equipment follow-up, IT inventory and office technology coordination.

Manage SharePoint-related administrative support, including permissions, folder creation, access management and document filing.

Other

Undertake additional tasks and responsibilities as reasonably required by the business and in line with the evolution of the role.

Qualifications (Minimal acceptable level of education, work experience, and competency)

Relevant education or equivalent experience in administration, office coordination, operations or a similar support function.

Experience in a pharmaceutical, healthcare or other highly regulated environment is preferred.

Strong understanding of administrative operations and the ability to coordinate across multiple internal departments and external providers.

High level of organization, rigor and follow-through, with the ability to manage priorities and multiple workflows simultaneously.

Proactive, solution-oriented and able to work independently while maintaining strong collaboration with local teams and EU / corporate functions.

Excellent communication and interpersonal skills, with a service-oriented mindset and professional demeanor.

Fluent Spanish and proficient English required; Portuguese is a strong advantage for the Iberia scope.

Key interfaces

Iberia General Manager and local leadership team

Operations, Finance, IT, Legal, Compliance, Quality, Medical and Commercial teams

EU headquarters / corporate functions, including Lausanne-based stakeholders

External vendors, fleet providers, IT suppliers, venues and other service providers