Operations Coordinator

Bausch + Lomb is a leading global eye health organization dedicated to protecting and enhancing the gift of sight for millions of people worldwide. With a comprehensive portfolio of over 400 products, including contact lenses, lens care products, eye care products, and ophthalmic surgical devices, we have a significant global presence. Founded in 1853, we have over 12,000 employees and operate in nearly 100 countries.

Objectives / Purpose of the Job:

Ensure that the company's administrative function and project management furthers the goals of the organization. Responsible for overseeing the daily operations of an office and its various departments. Organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision.

Key responsibilities:

• Oversee and support all administrative duties to ensure smooth day-to-day office operations.
• Maintain office efficiency by organizing procedures, managing filing systems, and overseeing supplies, equipment, and common areas.
• Purchase office supplies and equipment, maintaining proper stock levels.
• Supervise general office functions and report regularly to management.
• Provide progress updates to senior management and collaborate on improving office operations.
• Deliver administrative support including calendar management, meeting scheduling, research, and internal reporting.
• Coordinate domestic and international travel arrangements (flights, hotels, car rentals) for employees and leadership.
• Provide comprehensive administrative support across departments.
• Follow up on administrative invoice payments for accurate financial reporting.
• Track employee movements, including vacation schedules, ADM requests, and social security updates.
• Ensure timely processing and follow-up on administrative purchase orders.
• Collaborate with the HR team on employee onboarding, offboarding, and HR-related administrative tasks.
• Organize events across the Middle East, including hotel bookings and visa processing.
• Plan detailed travel logistics for senior leadership, including itineraries, transport, and meeting materials.
• Manage contract approvals and signatures using the Evisort platform.
• Prepare monthly administrative provisions with full justification of related expenses.
• Support general office needs such as supplies, event planning, meeting coordination, shipping, and mail handling.
• Ensure a safe, clean, and compliant working environment.
• Review and compare legal agreements (e.g. vendor, distributor, confidentiality) when signed by external parties.
• Ensure timely execution of approvals and signatures for Saudi Arabia entity signatories.
• Act as Company Secretary for the Bausch + Lomb Regional Headquarters.
• Maintain custody and availability of all original and copy legal and contractual documents.
• Assist with Evisort preparation and approvals for the Saudi Arabia team.
• Lead and track contract approval workflows for Saudi Arabia.
• Maintain and update distributor lists and coordinate with Quality on distributor qualifications.
• Validate and proofread contract content to ensure compliance with internal SOPs.
• Manage contract databases (hard and soft copies) for the region via Evisort.
• Lead the regional contract database project as a centralized data source.
• Maintain and update best practices, templates, and contract management guidelines.
• Ensure proper filing and quick retrieval of all original contracts.
• Validate distributor signatures on finalized contracts.
• Liaise with the PRO for all legalizations and departmental document processing.
• Coordinate with the PRO for the renewal of licenses for Saudi entities.
• Support office logistics such as lease expirations, trade license renewals, and transition-related documentation.
• Participate in preparing the annual administrative budget and monitoring related expenses.
• Conduct training on legal contract management and the corporate documentation system.
• Ensure documentation and contract databases are updated with relevant teams.
• Administer corporate GEMS system uploads for the TMEA region.
• Provide audit support through documentation, retrieval, and system compliance.
• Serve as a Securitate user supporting due diligence processes.
• Act as legal administrator for Legal Tracker, assisting law firms and internal legal teams with updates across TMEA.

Required Education & Skills:

• Undergraduate BS, or bachelor’s degree or a university degree is required.
• Advanced computing skills including Word, Excel, Outlook email and Power point.

Key competencies:

• Excellent written and verbal communication skills.
• Excellent organizational and interpersonal skills.
• Customer service orientation (internal and external customers).
• Time/Project management skills and attention to details.
• Multi-tasking/ Quick decision making.
• Excellent time management skills and ability to multitask and prioritize work.
• Respond to employees and customer queries and complaints.
• Approachable and communicative.

Experience:

• Proven of at least 1-2 years of office management, administrative, or assistant experience ideally gained within a multinational matrix organization.
• Knowledge of office management responsibilities, systems, and procedures.
• Experience in different field is advantageous.
• Experience of dealing with people at different levels throughout the organization and across the regions.
• Experience of dealing and price negotiation with vendors/suppliers.
• Ability to deal with strictly confidential information in a professional manner.