Office Manager Romania & Bulgaria

Company Description

Santen is a specialized company with a proud 130-year heritage focused exclusively on eye health. As a Japan-originated, global company with our footprint in over 60 countries and regions, our mission is to provide essential and significant value to patients and society through our products and services created from our expertise in ophthalmology and from the patient’s perspective.

Job Description

In this role, you will play a key part in keeping the business running smoothly by providing reliable operational and administrative support to the Country Manager (Romania \& Bulgaria), enabling focus on strategic priorities. You will deliver timely, accurate reporting and analysis, support market access activities through effective coordination of inputs and documentation, and ensure seamless execution of launches, meetings/events, and localization of global/EMEA campaigns. You will also oversee contracting and documentation with service providers, while maintaining efficient office operations to support business continuity across Romania \& Bulgaria.

What You Will Do

• Maintain and update core systems and trackers (e.g., COUPA, ITR, SESPA, inventory, sponsorship tracking) to ensure accurate records.
• Coordinate day-to-day communication with distributors/pharmacy chains on agreements, commercial terms, compensations, and supply/transport topics.
• Prepare and compile documentation for local regulatory and financial authorities, including pricing and reimbursement submissions.
• Develop recurring reports and ad-hoc analyses for the Country Manager (market reports, sales/turnover, budgets, headcount).
• Provide administrative support to the Country Manager and field team; coordinate calendars, travel, and internal/external meetings, seminars, and appointments.
• Manage office operations and facilities to ensure smooth day-to-day running (supplies, mail, calls, scanning/copying, visitors, service providers).
• Coordinate company car fleet administration (leasing/insurance/service schedules, records, supplier communication).
• Support HR operations, including employee file administration and payroll coordination (collecting inputs, and tracking changes).
• Apply PV/RA/QA basic requirements in daily work; support preparation of reports and follow-up of related queries/issues.
• Coordinate new employee onboarding logistics (IT/access requests, workplace setup, introductions, mandatory documentation).

Qualifications

What you will bring to the role

• At least 3–5 years of experience in office management, administrative support, or operations (ideally in healthcare/pharma)
• Experience supporting senior leaders and coordinating cross-functional stakeholders
• Hands-on experience with purchasing/invoicing (POs), vendor management, and basic budget tracking
• Proven experience organizing internal/external meetings and events (logistics, suppliers, documentation)
• Desirable: experience in pharma processes (e.g., PV/QA basics, pricing/reimbursement support) and/or distributor/supply coordination
• Strong interpersonal skills; builds trust and collaborates effectively across functions
• Advanced Excel and PowerPoint; comfortable using data to build clear insights
• Strong time management plus analytical and reporting skills
• Proficient in both Romanian and English
• Bachelor's degree.

Ready to make a difference?

Apply today and help us shape the future of eye health.

Additional Information

Grow your career at Santen

A career at Santen is an opportunity to make a difference. We aspire to contribute to the realization of “Happiness with Vision” by providing eye health products and services to patients, consumers, and medical professionals around the world. Guided by our CORE PRINCIPLE, “Tenki ni sanyo suru”, Santen is engaged in the global research \& development, manufacturing, and sales and marketing of pharmaceutical products in ophthalmology. We have team members around the world using their diverse talents to unlock new modalities and drive innovations for patient outcomes, education and treatment. At Santen, we believe in empowering all our team members with flexible ways of working and a highly inclusive work environment.

The Santen Group is an Equal Opportunity Employer. We are committed to building diverse teams and ensuring a safe and inclusive physical and virtual workplace for every one of our team members. All employment decisions are based on business needs, role requirements and individual qualifications regardless of race, color, ethnicity, national origin/ancestry, religion, sexual orientation, gender, gender identity/ expression, age, disability, medical condition, marital status, veteran status, or any other characteristic protected by law.

If you require any kind of accommodation during our recruitment process, please let the recruiter from our team know.