1. HELENA MARIA MARTINS
2420 Dorchester Road, Union, NJ 07083
Phone: (862) 220-8883
Email: HelenaMNMartins@aol.com
Administrative Assistant with 16 years of experience in the pharmaceutical industry supporting senior level executives.
 Analytical and detail-oriented professional with experience coordinating, planning, and supporting daily operational and
administrative functions. Expert in communication skills; known for tactful handling of sensitive and confidential issues.
 Demonstrate capacity to provide comprehensive support for senior-level staff, including managing and coordinating projects and
processes in support of effective business operations. The ability to learn new computer programs quickly.
SKILLS
Microsoft Office (Word, Excel, Powerpoint, Outlook and Sharepoint) Access. Microsoft Lync 2010. Skype for Business. Lotus Notes:
Calendar/ E-Mail. Skype for Business. CONCUR: Expense Reporting. ARIBA: Office Supplies. SAP 4.6, SAP 6.0 and SAP 6.1. EDI.
SB Client. Diamondlink. Great Plains. AS400. Basware. Oracle. Centrix. LMS. Filemaker Pro. Multi-Line Phone. Alpha & Numeric Data
Entry. Knowledge of standard office equipment. Filing, scanning, emailing and making copies.
WORK EXPERIENCE
Novartis Pharmaceuticals, East Hanover, NJ, 03/09/2015 – 03/04/2016
Administrative Assistant/Office Manager (Contract)
• Oversee the day-to-day operations of the department. Establish priorities and schedules of projects.
• Provide back-up to administrative support team; Work with Executive Administrative Assistant(s) in the Oncology department.
• Support general office administration, including mail processing & distribution, file set-up & maintenance, ordering office supplies and
equipment; Maintain, implement and organize files and databases.
• Participate in the development and implementation of projects, work methods and procedures.
• Create and maintain all record keeping in accordance with record retention policies/legal requirements, and use of management
systems/internal databases; create and edit letters as needed or requested.
• Interoffice requests: scanning, uploading documents maintain electronic files; Prepare reports/presentation materials.
• Organizing and arranging schedules; Calendar management; advise others on colleagues' availability for meetings (on and off site).
Arrange meetings, logistics, conferences and catering/luncheons. Coordinate office moves through different building on site.
• Schedule and confirm business appointments, coordinate conferences, meeting and greeting clients.
• Create, validate and process expense reports utilizing Concur for the Vice President of Oncology and other senior level executives.
• Monthly maintenance of the OGD&GMA working environment/oncology employee organizational charts.
• Maintain and update departmental directories (printed and on-line) Microsoft Outlook and (Word, Excel, Powerpoint, Sharepoint).
• PQS Awards Payment Program completed on a monthly basis for the US, Japan, Basel, India and other countries.
Daiichi Sankyo Pharmaceuticals, Parsippany, NJ, 03/17/2014 – 05/17/2014
Administrative Assistant/Customer Operations Coordinator (Contract)
• Daily support to Senior Sample Distribution Analyst who is responsible to ensure that national sales representatives have the appropriate
level of sample inventory for delivery to physicians.
• Oversee representative’s inbox and take appropriate action in SAP to process orders, inactivate and transfer employees.
• Monitor and report on daily shipment reports which track status of shipped sales representative orders.
• Process orders and perform analysis to ensure that orders meet appropriated parameters.
• Ensure that inventory, sales, and returned product reconcile accurately.
Perkin Elmer/Merck Pharmaceuticals, Rahway, NJ, 08/2013 – 01/2014
Administrative Assistant/Expeditor (Contract)
• Track/analyze customer order data to ensure pre-determined launch quantities are distributed.
• Analyze data and manage, file process and present project data from inventory, audits and projects.
• Evaluate/assess inventory, scan bar codes, brand, make, model and serial numbers of equipment, lab assets and inventory.
• Data management using Excel pivot tables, SAP, data manipulation and data reconciliation.
• Demonstrate proficiency of statistical analysis; Data comparison between legacy and EHS database.
• Generate draft Safety Data Sheets and review with regulatory department.
• Document inventory details for equipment; Generate data reports alongside engineers and managers.
Sanofi-Aventis Pharmaceuticals, Bridgewater, NJ, 02/2013 – 04/2013
Administrative Assistant/Trade Customer Support Administrator (Contract)
• Provide status on open deductions, reported claims and account issues
• Tracking and reporting on price action order activity; timely processing of NLC/RDC fee payments.
• Working with account managers to review customer performances to meet contract expectations.
• Track, analyze and process customer order data and quarterly redistribution fees.
• Track/analyze customer order data to ensure pre-determined launch quantities are distributed.
• Communicate to functional team to ensure orders are received with financial expectations.
• Work with key stakeholders (ex. Distribution & Transportation) to coordinate order processing and deliveries.
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2. Celgene Pharmaceuticals, Berkeley Heights, NJ, 11/2012 – 02/2013
Administrative Assistant/Accounts Payable Specialist (Contract)
• Process payments of invoices and check requests for vendors and individual employees using Oracle database.
• Answer calls from vendors and employees looking for payment status.
• Upload purchase orders into system and match them to invoices in order to process payments.
• Calendar management for senior level executives; Meeting scheduling for international teleconferences.
• Resolve issues with purchase orders requiring funds to pay invoices with Procurement department.
• Develop standard responses for emails to various vendors in the US, Canada and international.
• Daily contact with warehouses and employees for receiving product/services into database.
Budd Van Lines, Somerset, NJ, 08/2012 – 09/2012
National Account Manager
• Daily emails/messages of employees relocating for work/corporations from state to state or interstate.
• Data entry of the transferee contact information and household goods moving with them.
• Third party set up of all disassembly and reassembly of household goods in the move.
• Coverage for National Account Managers on how moves are going on a daily basis in their absence.
Warner Chilcott Pharmaceuticals, Rockaway, NJ, 06/2002 – 10/2011
Customer Service Account Manager/Administrative Assistant
• Handle or disperse to appropriate departments calls through 1-800 line in the customer service department.
• Order to cash management: Data entry of phone, fax or email orders for US, Puerto Rico and Canada.
• SAP: Order processing and invoicing; Credit Management; Releasing and billing of orders and credits.
• Confirm purchase orders and invoices as per customer requests/Intercompany invoicing.
• Managed and processed vendor contracts, purchase orders, and check requisitions and updated invoice tracking
• Expedite orders to warehouse/Research discrepancies with orders shipped with discrepancies.
• Account Reconciliation/Generate credit memos from warehouse retrievers, EDI and Stericycle Returns facility.
• Allocate inventory/Back-order release/Run reports from SAP for inventory control reconciliation.
• Work closely with Accounts Receivable; Create/disperse charge back letters for customers.
• Set up new accounts and/or change status of new accounts: Negotiate contracts with vendors.
• Issue rebate checks to patients and product to pharmacies for reimbursement on defective product.
• Assist doctors in regards to a sales representative in their area for samples of our medications.
• Place internal orders for Medical, Quality & Clinical departments for US, Canada and Europe.
• Design various SOP’s with Compliance/Quality Assurance and IT/Helpdesk departments.
Elan Bio-Pharmaceuticals, Cedar Knolls, NJ, 3/2000 – 03/2002
Customer Service Representative
• Order to cash management: Process daily EDI, fax and phone orders for wholesalers; Daily audit of EDI orders.
• Track client inquiries with verification of order deliveries.
• Create return authorizations for damaged, defective, expired or missing product.
• Disperse/correct deliveries for warehouse for proficient and effective expediting of medications.
• Back-up of the ADP system for data consolidation of all activity in the database for the day.
• Update and add new customer information on ADP/D2K and SAP database.
• Assist Inventory Control Clerk with end of month reconciling. Research credit and collection.
• Created SOP’s working with Compliance/Quality Assurance and IT/Helpdesk departments.
CSC – Aveda/Estee Lauder, Parsippany, NJ, 1997 - 2000
Sales Coordinator/Customer Service Representative/Administrative Assistant
• Provided support to 3 Managers, 35 Territory Managers, over 500 salon clients and 6 sales & customer representatives.
• Managed Special Top 30 salon and spa accounts/Maintained inventory for Aveda Environment Lifestyle.
• Updated documents utilized throughout departments within the company, in the field and stores.
• Trained new employees & salons on use of products and participated in shows and classes.
• Expedited product to salons and spas with warehouse and distribution.
EDUCATION
 Sept 2015–Jan 2016: Currently working on obtaining a degree in Business and Computers from Kean University
New Jersey City University, Degree not completed 1994-1995
 Concentration: Business and Managerial Economics
Saint Vincent’s Academy, Diploma 1994
 Concentration: Bookkeeping and Accounting
LANGUAGES
Fluent in English, Portuguese and Spanish.
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