Office Manager

€0.00 - €60000.00 per annum
  1. Permanent
  2. Administrative, General Management
  3. Germany
Munich, Bayern
Posting date: 29 Jan 2019

ProClinical is excited to announce that a new job opportunity has arisen for an Office Manager position to join an international biopharmaceutical company. This exciting company is looking for an enthusiastic and hard-working individual to join their team in Munich.

Reporting to the GM of the Germany/Austria teams, the incumbent will provide both secretarial and administrative duties to support the company in reaching its strategic objectives. They will collaborate closely with internal and external stakeholders, whilst providing administrative support to the department, site and line leaders, with a special focus on the support of the Head of Medical Affairs. In addition, the Office Manager will provide emergency support to the Customer Service Department to fulfil incoming orders when the local CS Representative and any backups are unavailable.

Job Responsibilities:

  • Assisting in the office's administrative processes.
  • Maintaining and managing the "job bags" for Promotional material sign off.
  • Preparing and tracking POs, contracts, invoices for suppliers, consultants, and agents.
  • Screening telephone calls, enquiries and requests, and handling them when appropriate in a manner that supports Company values.
  • Processing contracts in management system and tracking.
  • Coordinating, planning, and preparing on and off-site meetings.
  • Booking travel and accommodation, as requested.
  • Preparing expenses in Concur, as requested.
  • Managing incoming and outgoing mail and faxes.
  • Preparing newcomers by organising equipment/software, and initiating all necessary administrative steps.
  • Preparing PowerPoint presentations, as requested.
  • Supporting site administrative tasks as requested, and appropriate.
  • Maintaining the office supply inventory, and ordering additional supplies as needed.
  • Making practical arrangements, such as hotel reservations and arranging meetings.
  • Acting as a liaison between the external (Key Account Manager/Medical Science Manager) and internal executives, managers, and consultants in coordinating meetings.
  • Getting involved in HR affairs, including contracts and communication with external payroll providers.

Skills and Requirements:

  • Advanced proficiency with Microsoft Office.
  • Fluent in German.
  • Proficiency in English to communicate in an international company.
  • Strong communication, presentation, and interpersonal skills.
  • Strong team ethos, with a demonstrated track record of success in cross-functional team and fast moving environment.
  • An ability to manage multiple simultaneously to ensure timely, on-target, and within budget accomplishment of tasks.
  • Strong communication and presentation skills.

To Apply:

Please click on the Apply button. Please include a short note outlining why you are interested in the role and why you think you are suitable.

In case you have difficulty in applying or if you have any questions, please call Niklas Kaminiski on +44 2035428287 or upload your CV on our website -

A full job description is available on request.

ProClinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.