Job Summary

The Commercial Operations Specialist provides comprehensive operational and administrative support to the Pharma Commercial leadership team and broader Sales organization. This role ensures smooth execution of day-to-day activities by managing fleet and vendor/vendor credentialing programs, managing financial processes, coordinating events and meetings, and facilitating effective communication across functions. The Specialist also contributes to data analysis, reporting, and project coordination to enable business planning and commercial success.

This is a hybrid position, and the selected candidate will be required to work onsite in the Lake Zurich, Illinois office 3 days a week.

Salary Range: $65,000 - $75,000 per year.
Final pay determinations will depend on various factors, including, but not limited to experience level, education, knowledge, skills, and abilities. Our benefits and programs are comprehensive and thoughtfully crafted to ensure our colleagues live healthy lives and have support when it matters most.

Responsibilities

Program Ownership & Compliance

• Serve as the owner of the Pharma Fleet Program (MU and PU), managing invoices, payment approvals, and cross-functional coordination with the U.S. Company Fleet Program.
• Maintain and administer company vendor credentialing accounts; partner with IVT, Nutrition, and BioPharma teams to ensure roster accuracy.
• Manage the relationship with the fleet vendor to ensure timely support and issue resolution.
• Maintain cross-functional relationships related to fleet leasing, maintenance, and optimization.
• Lead the bi-annual fleet ordering process, administer departmental fleet program, monitor fleet usage, compliance, training, cost efficiency, and employee safety.
• Maintain training documentation to support Fleet Program and vendor credentialing processes.

Financial & Procurement Support

• Manage and process invoices in accordance with company guidelines.
• Coordinate sales-related expenses through the Procurement SOP, collaborating with Purchasing, Accounts Payable, Marketing, and suppliers on vendor set-up and purchase orders.
• Prepare and reconcile travel and expense reports; manage monthly corporate card statements.
• Serve as department coder, process invoices, and resolve outstanding payments in partnership with vendors and internal approvers.
• Make authorized purchases using a P-Card for Sales, including local travel when necessary.

Analysis & Reporting

• Create and maintain spreadsheets, trackers, and reports to support Sales projects.
• Analyze data, develop insights, and make recommendations for business improvement.
• Design and complete executive-level PowerPoint presentations for C-Suite and senior leadership reporting.

Administrative & Executive Support

• Provide operational and scheduling support to the Pharma SVP and VPs, including travel arrangements, meeting coordination, and calendar updates.
• Open, prioritize, and manage confidential correspondence.
• Support onboarding of new hires, including IT and equipment requests, travel arrangements, and training logistics
• Maintain and distribute the Sales roster; manage requests for office supplies, business cards, etc.

Event & Meeting Management

• Plan and execute department and team events, coordinating all logistics (venue, equipment, catering, etc.).
• Facilitate large meetings, Regional Sales Meetings, and business planning sessions in preparation for product launches

Requirements

• Bachelor’s degree in Business, Operations, or related field.
• 3+ years of experience in commercial operations, sales administration, and/or executive support (experience with Fleet Management and Vendor Management & Credentialing highly preferred); Healthcare industry desired.
• Experience managing programs is preferred.
• Intermediate to advanced skillset with Microsoft Office (Excel, Word, Outlook, PowerPoint) and familiarity with ERP systems (i.e. SAP), CRMs (i.e. Salesforce.com), and related databases/tools.
• Familiarity with data visualization tools (e.g., Power BI) could be a plus.
• Experience supporting senior executives and coordinating events.
• Experience with compliance in a regulated industry (pharma, med device, life sciences, etc.).
• Change management or process improvement experience.
• Strong stakeholder management and cross-functional collaboration skills.
• Emphasis on adaptability and continuous improvement mindset.
• Strong organizational and project management skills with the ability to manage m