Madrid Office & Customer Operations Lead

Santen; Madrid; On-site; EUR 35,000 - 49,000; Full time

Job summary

Santen in Madrid is seeking an Office Manager & Customer Operations Specialist to join our Iberia team. You will support day-to-day operations, handle administrative processes, customer operations, and provide support to employees, suppliers, and external partners.

This role coordinates with multiple functions to drive operational excellence, manage orders, invoicing, inventory reconciliation, and office services, while ensuring a positive employee experience and compliant processes.

Qualifications

• Minimum 3 years of experience in administrative support, customer operations, or similar roles.
• Experience managing suppliers and external service providers.
• Proven ability to collaborate with multiple internal and external stakeholders.
• Experience handling purchasing, invoicing, and contract administration.
• Strong knowledge of Microsoft Office; SAP and EDI experience is advantageous.
• Conversational level of English.

Responsibilities

• Customer & Channel Operations: Build and maintain relationships with wholesalers, distributors, hospitals, pharmacies, and internal 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 decisions.
• Create and manage purchase orders and support contract administration.
• Coordinate with external service providers (facilities, IT, telecoms, fleet, travel, office suppliers).
• Monitor invoices and expenditures, ensuring budget alignment and timely resolutions.

Skills

Administrative support

Customer operations

Supplier management

Purchasing & invoicing

Stakeholder management

Tools

SAP

EDI

Job description

Santen in Madrid is seeking an Office Manager & Customer Operations Specialist to join our Iberia team. You will support day-to-day operations, handle administrative processes, customer operations, and provide support to employees, suppliers, and external partners.

This role coordinates with multiple functions to drive operational excellence, manage orders, invoicing, inventory reconciliation, and office services, while ensuring a positive employee experience and compliant processes.