Office Manager

Paris France Hybrid (3 days per week in-office Neuilly sur Seine)

At Theramex we are driven by a clear purpose by improving the lives of women around the world through innovative and accessible healthcare. As one of the fastest growing global specialists in Womens Health we combine the agility of a scale up with the impact and ambition of a private equity backed organisation. Here your work translates into real world outcomes - shaping portfolios influencing strategic direction and driving meaningful change for patients. Youll join a collaborative high performing team that values expertise encourages fresh thinking and empowers people to lead with ownership. If you are motivated by purpose growth and the opportunity to make a lasting difference Theramex offers a place where your contribution truly matters.

About you

• Bachelors degree or equivalent (23 years of higher education) in Business Administration Commercial Administration Communications or a related field.

• More than 5 years professional experience in an administrative management role within the pharmaceutical industry.

Key Competencies

• Excellent organisational and time-management skills with the ability to effectively prioritise competing demands.

• Good understanding of the regulatory environment within the pharmaceutical industry.

• Excellent written verbal and interpersonal communication skills.

• Excellent problem-solving and analytical skills with the ability to assess situations and identify effective solutions.

• Advanced proficiency in Microsoft Office including Word Excel PowerPoint and Outlook.

Personal Attributes

• Strong personal commitment to quality and high standards of work.

• Courageous resilient and self-motivated with the ability to work independently.

• Analytical and strategic thinker with strong leadership capabilities.

• Proactive and solutions-oriented with the confidence to make recommendations and take initiative.

• Curious proactive and enthusiastic with a positive attitude and high energy.

• Highly organised structured and rigorous with strong attention to detail.

About the role

The Office Manager coordinates and oversees the companys administrative activities and ensures that processes and procedures are compliant and properly followed.

Performs duties in accordance with applicable legislation ethical standards and the current Theramex processes and procedures.

Key Duties and Responsibilities

Reporting to the General Management team the Office Manager is responsible for overseeing the companys working environment and ensuring rigorous accounting and logistical administration while acting as the operational and administrative point of contact for the Sales and Marketing teams.

Sales Administration & Customer Relations

• Operational sales management: Manage the sales administration process from the preparation and issuance of quotations and commercial proposals through to accounting entry and invoicing.

• CRM management: Administer maintain and cleanse the customer database; manage first-level follow-up of sales leads and customer communications.

• Lead management: Qualify and initially screen incoming commercial and customer enquiries before directing them to the appropriate sales team members.

• Cross-functional coordination: Act as the operational link between the Sales Logistics and Finance/Accounting functions.

• Marketing & Operational Communications

Marketing project management

• Support the creation and implementation of marketing campaigns including monitoring timelines and coordinating with external suppliers and agencies.

• Communications & digital: Support the management of digital communication channels including coordinating email campaign distribution and scheduling posts across professional social media platforms.

• Sales support materials: Create update and manage inventories of promotional materials technical documentation and branded merchandise (goodies) for the sales teams.

• Market analysis: Monitor and consolidate competitive intelligence sales information and campaign performance data; maintain dashboards and prepare relevant reporting.

Office & Facilities Management

• Manage the front-of-house function including reception of visitors and telephone calls.

• Manage all incoming and outgoing mail and correspondence.

• Monitor and manage stocks of office supplies and consumables.

• Ensure office equipment and facilities are properly maintained and remain fully operational.

• Support the security of the companys premises working closely with Tour Atlantique building management and ensure that office equipment and facilities remain fully compliant with applicable requirements.

Fleet Management

• Identify and anticipate the companys vehicle fleet requirements.

• Manage the allocation and return of company vehicles and consolidate the associated reporting.

• Manage traffic fines and penalties ensuring accurate tracking and rigorous invoice control.

• Manage vehicle insurance claims/incidents and monitor fuel cards.

Local Accounting & Finance Administration

• Create and maintain supplier records.

• Record and process quotations donations deposits and invoices across all company functions.

• Forward approved purchase orders to suppliers.

• Receive incoming invoices and ensure their timely and accurate submission to the Finance/Accounting department.

• Maintain accurate and up-to-date Excel-based tracking of company expenditure.

Cross-Functional Administrative & Event Support

• Provide day-to-day administrative support to General Management as well as the Marketing Sales Regulatory & Pharmaceutical Human Resources and Medical functions.

• Coordinate internal meetings seminars and major company events from end to end including sales conventions product launches and trade shows.

What does our team say about life at Theramex

Having now been with Theramex for a few months Im really enjoying my time here. Right from the outset the onboarding experience induction and orientation have been brilliant and I already feel like I am making the most of opportunities to add value to the business in meaningful ways. Theramex has a friendly and supportive vibe and is a place where I feel supported and valued.

Umut Tarakcilar Senior Treasury Analyst

Why Join Us

• A fast-paced environment with broad exposure giving you opportunities to develop professionally - even outside your core area of expertise

• A culture that supports learning celebrates success and recognizes performance

• Opportunities for driven and talented professionals to contribute to our exciting journey

Benefits & Perks

• Competitive reward package including:

  • RRT days

  • Profit-sharing Intéressement

  • Hybrid Working

  • Engaging employee experience to come together as a community: in-office events shared learning and much more!

Apply Now!
Ready to make a meaningful impact in Womens Health Wed love to hear from you. Apply today and shape the future with Theramex.