Office Manager & Customer Ops Specialist, Iberia

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. What you will do Customer & Channel Operations • 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.  Order-to-Cash & Credit Management • 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.  Supplier & Contract Administration • 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.  Office & Workplace Management • 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.  Employee Support • 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.  IT & Asset Coordination • 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.  Fleet & Corporate Services • 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.  Executive & Cross-Functional Support • 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. Required Experience • 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.  Preferred Experience • Experience in the pharmaceutical, healthcare, or medical device industry. • Knowledge of pharmaceutical customer operations and supply chain processes. • Accounting knowledge and exposure to accounts payable or accounts receivable activities.  Skills & Competencies • Strong organizational skills and attention to detail. • Customer-focused mindset with excellent communication skills. • Commer