SWAPNA JOSHI

• Managing calendar and scheduling meetings for Medical Director, including Teams meetings with healthcare professionals.
• Scheduling Teams meetings for medical staff with HCPs, followed by sending invitations.
• Coordinating domestic and international travel arrangements, including flights and visa processing.
• Preparing Forex documents for Director's and Medical Team's travel abroad.
• Coordinating all aspects of HCP's international travel arrangements.
• Reviewing and preparing monthly expense reports for the entire medical team.
• Initiating Purchase Requisitions (PRF) in Solaris Portal according to quotations from the Purchase Team.
• Facilitating prompt processing of all invoices and expenses by raising POs in Navision.
• Ensuring compliance with documentation guidelines, creating folders on SharePoint for Sponsorships and Educational Grants documents.
• Developing and submitting budgets on a monthly and quarterly basis using Unit 4 Portal after securing directors' approval.
• Coordinating with team to ensure timely submission of monthly report, ESM slides, tour plan & various reports requested by Director.
• Working closely with cross departments & global team to ensure seamless operations.

Key Responsibilities

SAP Functions & Payment Follow-ups:

• Managed Purchase Requisitions (PR), Purchase/Service Orders (PO), and processed invoices for marketing inputs and services.
• Handled customer contracts, conference sponsorships, and educational grants, ensuring compliance and timely payment processing.
• Processed activity expenses, marketing team advances, and prepared budget vs. actual expense reports.
• Created monthly and yearly provisions for marketing expenses in SAP and collaborated with the finance team.

Secretarial & MIS Functions:

• Organized BU Head’s calendar, scheduled meetings, and coordinated travel and accommodations for the team.
• Resolved queries related to expenses, activity documentation, travel, and compliance.
• Prepared state-wise price lists, compliance reports, and secondary sales data while analyzing P&L statements.

Coordination & Administration:

• Ensured timely release of payments for vendors, customers, and employees.
• Supported sales and marketing teams in daily operations and coordinated with internal departments (Finance, HR, IT, SCM).
• Managed vendor contracts, registrations, and inventory to ensure smooth product availability across CFA locations.

Inventory Management:

• Oversaw inventory at CFAs PAN India, ensuring availability and timely delivery as per forecasts.
• Monitored and reported inventory data to NSMs and marketing teams, avoiding stock shortfalls.

Institutional Business Coordination:

• Processed invoices and purchase orders for hospital supplies and liaised with vendors for payment and inventory.
• Shared expense reports and batch details with institutional partners for seamless supply chain operations.

• Coordinated with CFAs, Field Force, Hubs, and Marketing Teams to manage inventory requirements and inter-CNF transfers based on urgency and product nature.
• Ensured adequate sales stock availability for future quarters, preventing shortfalls and out-of-stock situations.
• Monitored short-expiry and blocked stocks, generating reports for management and facilitating conversion into samples or campaigns.
• Prepared indents, allocated FG location-wise, and created STNs in SAP based on forecasts and sales data.
• Managed expired goods and sales returns, coordinating with Finance and Audit teams for timely destruction.
• Oversaw invoicing, tracked goods receipt, and processed claims for expiry or breakage.