The Office Manager ensures smooth daily operations of the office environment, making sure employees have a clean and safe environment. This role serves as the primary interface between our company and its service providers, vendors, and consultants. This position requires great attention to detail, organization, and professionalism, and the ability to maintain an efficient business environment.
Responsibilities:
Serve as the primary point of contact for visitors and vendors, ensuring a welcoming and professional first impression for the offices without on-site security.
Manage incoming calls, triaging inquiries, and routing calls accurately and promptly to relevant staff.
Coordinate weekly site lunches and ad hoc meal orders for meetings, ensuring timely delivery & set-up and that dietary needs are met.
Act as Culture Ambassador by organizing and executing site events in collaboration
Manage incoming and outgoing packages and regular mail.
Ensure smooth daily operations of the office environment, making sure employees have a clean and safe office.
Coordinate with the Facilities team to address maintenance requests, uphold cleanliness standards, and manage landlord communications to ensure operational continuity of the office.
Manage facility service coordination including supply management, vendors, non-lab equipment upkeep, space planning, and office expansion efforts
Maintain organized and accessible file organization system for projects and office files both paper and virtual that is accessible to the team.
Ensure office and operations security by maintaining the security access database, file keys, access cards, and office keys.
Provide Human Resources support and miscellaneous project support as necessary, ex: monitoring on boarding of new employees to ensure a positive employee experience
Requirements / Qualifications:
Bachelors Degree and a minimum 5 years of previous administrative support experience preferred
Previous experience in pharmaceutical/biotech industry is a plus
Excellent oral and written communication skills
High attention to detail and strong organizational skills
Excellent interpersonal and collaboration skills
Must be a self-starter and have a positive, flexible attitude
Proficiency in Windows operating systems, Outlook, Word, Excel, and general office equipment
Ability to multitask with several priorities and maintain a high standard of discretion and confidentiality
Excellent communication and interpersonal skills
Flexible, confident, and driven toward results
Numbers & Facts
Location
Novato, CA
Skills
Administrative Skillsunmatched
Biotech and Pharmaceuticalunmatched
Communication Skillsunmatched
Detail Orientedunmatched
Facilities Managementunmatched
File Systemsunmatched
Human Resourcesunmatched
Interpersonal Skillsunmatched
Laboratory Equipmentunmatched
Microsoft Access Databaseunmatched
Microsoft Excelunmatched
Microsoft Outlookunmatched
Microsoft Windows Operating Systemunmatched
Microsoft Wordunmatched
Multitaskingunmatched
Office Equipmentunmatched
Office Managementunmatched
Onboardingunmatched
Operational Communicationsunmatched
Operations Security (OPSEC)unmatched
Organizational Skillsunmatched
Presentation/Verbal Skillsunmatched
Team Playerunmatched
Telephone Skillsunmatched
Telephone Triageunmatched
Time Managementunmatched
Vendor/Supplier Managementunmatched
Writing Skillsunmatched
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