Operations Manager to Sales Department

We are looking for a detail-oriented and highly organized Operations & Business Support Specialist to join our team.
This role combines operational coordination, reporting, documentation management, CRM administration, logistics support, and cross-functional business operations.

The ideal candidate is analytical, proactive, comfortable working with large volumes of information, and able to maintain high accuracy in a fast-paced international environment.
 

Key ResponsibilitiesOperational & Administrative Support

• Manage and maintain operational databases, stock files, and internal systems to ensure data accuracy and consistency;
• Coordinate and update sales records, inventory-related documentation, and operational reports;
• Provide analytical and administrative support for business reports, management presentations, and performance tracking;
• Coordinate documentation flow between internal departments and external stakeholders;
• Ensure accurate and timely updates across all primary business platforms and operational systems;
• Support continuity of operations during team absences.
   

CRM & Data Management

• Participate in the implementation, customization, and continuous improvement of HubSpot CRM processes and workflows;
• Maintain and update customer records, sales opportunities, and deal pipelines within HubSpot CRM;
• Monitor data consistency and support process optimization initiatives related to reporting and workflow efficiency;
• Maintain confidentiality and accuracy while handling sensitive commercial, financial, and regulatory information.
   

Regulatory & Compliance Support

• Assist with preparation and submission of documentation required for Swissmedic audits and regulatory inspections;
• Prepare and process applications for certificates of origin;
• Support compliance with export, trade, and internal regulatory requirements;
• Prepare, review, and submit request form documentation to manufacturer units according to internal procedures;
• Archive logistics, shipment, and compliance-related documentation in line with company standards.
   

Logistics & Shipment Coordination

• Prepare Cross Freight transport orders and coordinate shipment processes;
• Prepare draft airwaybills, communicate with clients regarding approvals, and ensure timely shipment processing;
• Archive airwaybills, logistics documentation, and temperature logger reports;
• Coordinate shipment-related documentation and operational communication.
   

Financial & Analytical Support

• Verify, reconcile, and process debit notes with external business partners and agents;
• Perform balance reconciliations with counterparties and support discrepancy resolution;
• Conduct market and company performance analysis using market intelligence databases and analytical tools;
• Support reporting and operational analysis for management and business development purposes.
   

Cross-Functional Collaboration

• Provide operational support to sales, finance, logistics, regulatory, and business development teams;
• Support efficient communication and coordination between departments;
• Participate in initiatives aimed at improving operational efficiency, reporting accuracy, and process standardization.
   

Requirements

• Pharmaceutical background is considered a strong advantage;
• Advanced MS Office skills, especially Excel;
• Strong analytical thinking and attention to detail;
• Good communication skills, including written and verbal business communication;
• Ability to work independently and manage multiple tasks simultaneously;
• Fast learner with the ability to thrive in a dynamic environment;
• English level: Advanced or Fluent;
• Experience with CRM systems (HubSpot is a plus).
   

What We Offer

• Fully remote work environment;
• International business exposure;
• Opportunity to work across multiple business functions;
• Dynamic and professional team environment;
• Involvement in operational, analytical, regulatory, and business development processes.