Office Manager - Administrative Coordinator Pharma

On behalf of our Client a global pharmaceutical company, IQVIA is looking for a Office Manager - Administrative Coordinator who can join an exciting working environment in a dynamic atmosphere.

The Office Manager ensures the smooth and efficient daily operations of the Company affiliate by overseeing administrative workflows, managing office resources (supplies, facilities, budgets), and coordinating staff activities. This role maintains an organized, professional work environment and serves as a central point for communication, issue resolution, and logistical support, enabling employees to work effectively and support overall business objectives.

Key Responsibilities:

Maintains Office (organizing IT support, facility management, answering phone calls, organizing shipments and deliveries by courier/post, lease, and other needs and supplies)
First point of contact for all facility-related questions and needs and is the direct contact with the office supplier

Liaises with Regional VP and Finance team to ensure all POs, invoices and contracts are managed and processed effectively and in a timely manner

Creates an appropriate Document Management System as needed (including SOPs, Archives, Legal retention, promotional material, etc.)Manages calendars, travel and meeting arrangements for German Leadership Team Reserves meeting space and all associated needs

Manages local consumable payments

Insurance of legal documents; obtaining notary and apostille verification when needed

Collection of Logistics / QA / Reg documents

Works across all departments to ensure the smooth running of the office

Partners with hiring manager and Talent Acquisition team in relation to hiring process (arranging position postings, interview schedules, managing candidate travel and costs, preparing contracts)
Organizes onboarding including updating HR, Payroll and benefit systems, updating relevant SOPs and policies etc. in partnership with Corporate HR team Tracking holidays, sickness, leaves of absence including notifying local authorities when relevant

Ensures optimal health and safety standards of the office are maintained

Complies with all GDPR requirements

Other duties as assigned

Key Requirements:

Bachelor’s Degree ideally in business or other

Fluent in English as well as in German At least 5 years’ experience in a similar role in the pharma/biotech industry (international)
Experience in a start-up environment

Proactive and well-organized individual with an innate ability to work independently to tight deadlines in a dynamic, collaborative environment

Is naturally curious and hungry to learn and grow on the job, while immediately contributing to company success

Fully proficient in MS office including word, PowerPoint, excel

Positive, calm, can do attitude and someone who is willing to go the extra mile as needed

Displays flexibility and willingness to contribute to a variety of areas across the business

Enthusiasm and excitement for a start-up environment

We

Offer:

CCNL Chimico, starting with temporary contract 1 year

IQVIA reserves the right to evaluate candidates with domicile / residence and work experience / study with requirements responding to the open request. Applications WITHOUT the requirements Will NOT be fully taken into account. Please enter the authorization to the processing of personal data (DL196/2003) - General Data Protection Regulation (13 GDPR 679/16 –). The research is urgent and is intended for candidates of both sexes (L.903/77).
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