Business Support & Operations Coordinator

Wellspect Healthcare is a leading global provider of innovative medical devices that help people suffering from urinary retention or chronic constipation. More than 1 000 employees around the world are dedicated to making a difference to people who need our products and services. Wellspect is one of the worlds’ leading manufacturers of intermittent urinary catheters, with LoFric® as the most known brand. As a help to those with chronic or severe constipation Wellspect has developed what likely is the world’s most advanced irrigation system, Navina™, combining a high degree of user convenience, clinical effectiveness and connectivity into one smart system. Wellspect strives to become climate neutral and leave the smallest possible environmental footprint. The company, with headquarters in Mölndal, Sweden, is present in more than 30 countries, and part of Dentsply Sirona, the worlds´ largest manufacturer of professional dental technologies. The company’s shares are listed in the United States on NASDAQ under the symbol XRAY.

About the job

The Business Support & Operations Coordinator plays a key role in ensuring the smooth and efficient functioning of daily business activities. This role involves providing administrative support, coordinating operational processes, streamlining workflows, and serving as a central point of communication across departments. The ideal candidate is organized, proactive, and solutions-oriented, with a strong understanding of business operations and a keen eye for detail. This position will be directly reporting to Managing Director.

Responsibilities:

• Coordinate and oversee day-to-day operational activities to ensure efficiency and productivity.
• Provide administrative support to the leadership team including scheduling, reporting, and internal communication.
• Support the planning and execution of business initiatives and projects.
• Maintain and update documentation, reports, records, and databases.
• Liaise with internal teams (Production, Supply Chain, QA/RA, HR, Finance,) to resolve operational issues promptly.
• Assist in the creation and implementation of operational policies, procedures, and best practices.
• Monitor and report on key performance indicators (KPIs) and support data-driven decision-making.
• Manage office supplies, equipment, and vendor relationships.
• Support onboarding and training processes for new staff.
• Identify opportunities for process improvement and contribute to continuous improvement initiatives.

Meeting & Event Coordination

• Plan, coordinate, and support recurring and ad hoc meetings including:
• Weekly Operations Management Meetings (incl. quarterly meetings with international teams)
• Monthly Operations Steering Committee (OPC) meetings for project oversight
• Monthly CAPA (Corrective and Preventive Action) Meetings for process and product quality
• Bi-annual Operations Management Conferences (onsite/offsite)
• Bi-annual Townhall meetings
• Weekly 1:1s with Operations leadership
• Additional meetings such as production planning

Departmental Support

• Provide administrative and coordination support to:
• Operations Management
• Procurement & Supply Chain
• Production Development
• EHS (Environment, Health & Safety)

Project Participation

• Support and contribute to ongoing and cross-functional projects:
• Sustainability
• Project Wolf
• LMS Project (development of a training Role Dictionary and system implementation)

Administrative & Operational Tasks

• Coordinate travel arrangements and manage travel reports for multiple team members
• Coordinate all admin and secretarial work-related activities including postal services, couriers, employee cafeteria, kitchen staff and cleaning workers coordination, visitors & guests’ lunch and dinner events, etc.
• Maintain KPI records and compile the Operations newsletter (approx. five times/year)
• Handle onboarding and introductions for new employees
• Maintain and update departmental Training Matrix, ensuring compliance and documentation in WIP and Connections
• Organize employee milestone celebrations (50th, 60th birthdays, retirements)
• Administer and maintain digital platforms (WIP, SharePoint, Teams sites)
• Support ad hoc needs across departments including task delegation and document workflows

Key Skills & Competencies

• Strong organizational and coordination abilities
• Proactive and able to manage multiple priorities
• Excellent written and verbal communication skills
• Good command of English
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
• High attention to detail and data accuracy
• Professional discretion and integrity when handling confidential information
• Proficient in Microsoft Office, SharePoint, and other collaboration tools
• Adaptable and solution-oriented, with a collaborative mindset

Qualifications

• University degree
• Minimum 4 years of experience in an administrative role reporting directly to upper management
• Proven experience in administrative, operations support, or project coordination roles
• Experience supporting senior management and cross-functional teams
• Familiarity with quality systems, training platforms, and internal communication tools