Office Manager & Customer Ops Specialist, Iberia

• Full-time
• Compensation: EUR 35,345 - EUR 48,600 - yearly

Santen is a specialized company with a proud 130-year heritage focused exclusively on eye health. As a Japan-originated, global company with our footprint in over 60 countries and regions, our mission is to provide essential and significant value to patients and society through our products and services created from our expertise in ophthalmology and from the patient’s perspective.

We are looking for a proactive and highly organized Office Manager& Customer Operations Specialist to join our Iberia team in Madrid.

This is a key role supporting the day-to-day operations of our business in Spain and Portugal, ensuring smooth administrative processes, efficient customer operations, and excellent support to employees, suppliers, and external partners. The successful candidate will act as a central point of coordination across multiple functions, helping to drive operational excellence while contributing to a positive employee and customer experience.

• Build and maintain strong relationships with wholesalers, distributors, hospitals, pharmacies, and internal commercial teams.
• Support customer requests related to orders, invoicing, inventory reconciliation, backorders, and financial queries.
• Coordinate with internal stakeholders to resolve operational issues efficiently.

• Support credit collection activities and follow-up on outstanding customer balances.
• Assist with pricing and discount administration for public and private customers.
• Prepare and analyze customer sales and distribution data to support business decision-making.
• Create and manage purchase orders and support contract administration.
• Coordinate with external service providers, including facilities, IT, telecommunications, fleet, travel, and office suppliers.
• Monitor invoices and expenditures, ensuring budget alignment and timely issue resolution.

• Support the daily operation of the Madrid office and workplace services.
• Coordinate facilities-related activities and supplier relationships.
• Identify opportunities to improve efficiency and optimize local operating costs.

• Coordinate onboarding and offboarding activities in partnership with HR.
• Manage equipment allocation, collection, and return for office and field employees.
• Help ensure a seamless employee experience regarding workplace services and tools.

• Maintain local inventories of laptops, mobile devices, and other technology assets.
• Act as a key local contact for IT-related requests and coordinate with the regional Helpdesk.
• Manage relationships with local telecom providers and support device lifecycle management.

• Support administration of the company car fleet and related service providers.
• Manage company credit card administration and related processes.
• Ensure compliance with company policies and documentation requirements.

• Provide administrative support to the Iberia leadership team.
• Coordinate approvals, signatures, documentation, and local projects.
• Support the organization of internal meetings, events, and employee activities.

• Minimum 3 years of experience in administrative support, customer operations, business support, or a similar role.
• Experience managing suppliers, external service providers, and operational processes.
• Proven ability to work effectively with multiple internal and external stakeholders.
• Experience handling purchasing activities, invoice management, contract administration, or related processes.

• Experience in the pharmaceutical,…