Office and Administration Coordinator

Whether it's the unique breadth of our integrated offering that covers Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology products; or our commitment to recognizing and rewarding people for the contribution they make - working here isn't like anywhere else.

At Galderma, we actively give our teams reasons to believe in our ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.

The Office & Administration Coordinator supports the effective operation of the business by providing high-quality administrative and operational coordination across day-to-day office activities. The role is responsible for ensuring smooth office operations, supporting internal teams, and maintaining efficient processes, while also providing administrative support for Healthcare Professional contracting and payment activities.

Administrative & Operational Support

• Coordinate day-to-day administrative activities to support efficient business operations
• Manage calendars, schedule meetings, and coordinate internal and external communications
• Prepare correspondence, presentations, reports, and meeting minutes
• Maintain accurate electronic and physical records in line with company policies and SOPs
• Serve as a professional point of contact for internal stakeholders and external partners

Office Management & Facilities

• Oversee daily office operations, including supplies, inventory, vendors, facilities, and equipment
• Ensure front desk coverage and general office administration needs are met
• Coordinate office services, maintenance, and service providers
• Prepare and process purchase orders, requisitions, and invoices related to office operations

Knowledge Management & Process Documentation

• Document administrative processes, workflows, and SOPs
• Maintain centralized repositories for templates, records, and reference materials
• Support onboarding and operational consistency through clear process documentation

Contracting & Payment Support

• Support administration of (HCP) contracts, including preparation, tracking, filing, and record maintenance
• Collect, verify, and maintain required HCP documentation (e.g., credentials, compliance forms)
• Coordinate with Legal, Compliance, Medical, and Finance teams to support contract approvals and payments
• Track contract terms, key dates (renewals/expiries), and related invoices and payments

Business Continuity & Emergency Preparedness

• Support business continuity planning for office operations
• Maintain emergency procedures, evacuation plans, and emergency contact lists
• Coordinate office response during disruptions or emergency situations

Additional Support

• Support onboarding and administrative HR processes
• Participate in committees and employee resources groups to contribute to employee engagement and in office engagement forums
• Provide administrative support to the Canadian Leadership Team
• Liaise with IT on general user inquiries, equipment coordination, and meeting room technology
• Manages the company fleet program, including employee onboarding and offboarding, handling inquiries, and supporting annual activities such as driver safety training and year-end reporting.
• Performs other related responsibilities, as assigned, to support departmental and organizational objectives.

Minimum Knowledge and Experience

• Minimum of 1-3 years’ previous experience in an equivalent role supporting
• Bachelor’s Degree or equivalent experience/qualification
• Excellent communication skills, both written and oral. Bilingual in French is an asset.
• Proven ability to work independently and act resourcefully in order to complete tasks with limited to no direction
• Excellent project-management, time-management and organization skills
• Exerts professionalism and political savvy when interacting across levels of the organization
• Strong attention to detail and ability to process high volumes of work with accuracy
• Exercises sound judgment and discretion when handling confidential information and responding to requests.
• Technically experienced in order to independently manage technical requirements. Intermediate level proficiency in MS Word, Powerpoint, Excel, Teams and Outlook.
• Demonstrate honesty and integrity, and model behaviors consistent with Galderma’s Four Commitments, company standards and policies.
• Demonstrate agility and adaptability in learning new technologies and business processes.

The annual salary range for the role is $66,400-$83,000 CAD.