Office Manager (12 month FTC)

Theramex; Neuilly-sur-Seine; Hybrid; EUR 45,000 - 60,000; Full time

Benefits offered by this job

RRT days

Intéressement

Hybrid Working

Job summary

Theramex is seeking an Office Manager for a 12‑month fixed term contract in the Paris area. You will coordinate administrative activities across Sales, Marketing, Finance and HR, ensuring compliance with Theramex processes and regulatory standards.

The role requires a minimum of 5+ years in administrative management within the pharma sector, a strong command of MS Office, and the ability to lead cross‑functional initiatives in a fast‑paced environment.

Qualifications

• Bachelor’s degree or equivalent (2–3 years of higher education) in Business Administration, Commercial Administration, Communications, or related field.
• More than 5 years’ professional experience in an administrative management role within the pharmaceutical industry.

Responsibilities

• Oversee the company’s working environment and ensure rigorous accounting and logistical administration.
• Coordinate admin support for Sales, Marketing, Regulatory & Pharmaceutical, HR and Medical functions.
• Manage sales administration from quotations to invoicing and CRM data hygiene.
• Coordinate internal meetings, events and major company occasions.

Skills

Organisational skills

Time management

Regulatory knowledge

Communication skills

Problem solving

Analytical thinking

MS Office

Education

Bachelor’s degree or equivalent in business/administration

Tools

Microsoft Office

Job description

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 Women’s 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. You’ll 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

• Bachelor’s degree or equivalent (2–3 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 (12 month - Fixed Term Contract) coordinates and oversees the company’s 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 company’s 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‑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 company’s 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 company’s 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, I’m 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!