Office Manager

About Swixx Biopharma

Swixx Biopharma is a trusted commercial partner for international companies seeking an indirect operating model in certain markets. We collaborate with some of the world's most innovative pharmaceutical and biopharma companies to ensure patients have access to cutting-edge medicines, regardless of where they live. By providing a full suite of pharma services, we offer the expertise and capabilities of a multinational firm while maintaining a market-specific approach. For over a decade, our team of 1,600+ experts and medical professionals has been driven by excellence, ethics, and an unwavering commitment to quality, making a meaningful impact on healthcare.

From the start of our operations in 2014, Swixx has rapidly expanded to become one of the largest and fastest-growing biopharma commercial platforms in Central, Eastern, and Southeastern Europe. Our entry into MENA in late 2023 and the strategic acquisition of Laboratorios Biopas SA in May 2024 extended our reach to Latin America, strengthening our ability to deliver life-changing therapies across Central and Eastern Europe, CIS/Eurasia, MENA, and Latam.

Recognized by the Financial Times as one of Europe's Fastest-Growing Companies in 2024, Swixx Biopharma is also committed to sustainable growth. Our recently published ESG strategy underscores our dedication to ethical business practices, environmental responsibility, and social impact. We are equally committed to upholding labor and human rights and fostering a diverse, inclusive, and equitable workplace, where every team member is valued and empowered to thrive.

Swixx BioPharma Romania is looking for an enthusiastic, well organized, and goal-oriented person to join us as Office Manager & Executive Assistant.

YOUR MISSION

Orchestrate the smooth daily operations of the whole office overseeing areas such as facility management, procurement, contract management, data privacy, health, safety and security. Ensure the office is a friendly and nice place to be. Be the first point of contact for internal and external parties maintaining a high satisfaction level.

YOUR ROLE

Office & Facility Management

• Manage documentation workflow in accordance with applicable company's procedures
• Communicate with clients and business partners
• Support domestic and abroad business trips for colleagues
• Organize business events and office meetings
• Provide support on other company's activities
• Provide administrative support to relevant internal Stakeholders based on the request
• Adhere to the highest standards of trustworthy and ethical behavior in all interactions, compliance with all laws, policies, and regulations

Procurement

• Analyze bids, identify, and evaluate appropriate suppliers
• Make best recommendations with respect to cost effectiveness, quality and specification requirements and participate in the selection of the best supplier in order to achieve internal customer satisfaction
• Create Purchase Requests within preset threshold
• Accountable for supplier Master Data, accuracy, validity and modification

Contract Management

• Oversee the contract management process for the entire office making sure it is executed as per Swixx standards

Health, Safety & Security

• Coordinate all HSE & Security related matters and actions

HR Admin

• Employee On and Off boarding, Time absence (vacation, illness, HC reporting)
• Keeps records and initiates correspondence with different departments like IT, Compliance or other regional departments related to onboarding process of new employees

YOUR PROFILE

Education

• University degree

Previous experience

• Previous experience in office management ensuring office supplies, car fleet coordination with operating lease company, etc.), general administration, facility management and/or procurement
• Previous experience in assisting commercial teams and office management (preferably within the Pharmaceutical Industry)
• Successfully track of record in events organization (internal meetings, participation of company/commercial teams in external events, etc.)
• Experienced in managing the relationship with third parties (handling request for quotations, vendor invoices, Health Care Professionals, Health Care organizations administrative requests, etc.)

Knowledge and expertise

• Understanding of the company business and priorities as well as general knowledge on pharma specifics (compliance matters, interactions with Healthcare professionals and Healthcare Organizations)
• Proficient in English
• Technically savvy with sound computer literacy with special emphasis on MS Office

Skills

• Self-driven person with high level of independence
• Has positive mindset with can do attitude
• Highly focused on achieving the goals, strive for success
• Well organized
• Multi-tasker able to work in a dynamic environment
• Good negotiator
• Turns problems into opportunities

WHAT YOU GET IN RETURN

• Opportunity to contribute & learn in customer-oriented & dynamic environment
• Be part of team driven by a cause
• Gain experience in multinational fast-growing company
• Collaborate with the best colleagues you could wish for
• Great office location
• Brand new office with a contemporary look

Sounds appealing? Please get in touch with us by submitting your application to: not later than 3rd of 15-Sept-2025.

Only short-listed candidates will be contacted.

All applications will be treated confidentially and in compliance with GDPR rules.

Should you apply for the vacant position by sending your CV and other relevant information, you agree that Swixx Biopharma will process your personal data for its recruitment purposes. Swixx Biopharma will not keep your personal data for a period longer than required to perform the recruitment process for a specific vacant position, unless you explicit consent to keep your personal data in our database. We will not contact your previous or current employer without your explicit consent. More information about candidates' personal data processing can be found in