Office Manager

Description

Looking to join a passionate team dedicated to developing and manufacturing life-saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes. Your Role:
The Office Manager is responsible for overseeing the daily administrative and facilities-related operations of the office to ensure efficiency, safety, and a well-maintained work environment. This role serves as a central point of coordination across departments, managing office operations, vendor services, workplace experience, and facility needs to support business continuity and compliance.

This role serves as the on-site owner of the workplace environment, ensuring a high-quality, consistent employee and client experience aligned with business needs.

Office Operations

• Manage day-to-day office functions to ensure smooth operations
• Maintain office systems, procedures, and administrative workflows
• Own and maintain accurate seating assignments and workspace plans across all locations, partnering cross-functionally to ensure alignment with business needs
• Coordinate workspace setup and reconfiguration for onboarding, team changes, and site needs
• Coordinate office moves, restacks, and workspace planning
• Create and manage Kanban for office and breakroom supplies.
• Prepare and maintain conference rooms for meetings, including setup, supplies, and coordination with catering or technical support
• Manage conference room scheduling conflicts in partnership with executive priorities and facility requirements
• Ensure consistent standards for meeting readiness and professionalism across all spaces

Facilities Coordination & Workplace Management

• Coordinate routine and corrective maintenance activities, ensuring timely resolution of issues
• Submit, track, and follow up on facility work requests (e.g., HVAC, lighting, plumbing, repairs)
• Support preventive maintenance programs by coordinating access and communication with vendors
• Monitor building systems and escalate issues impacting operations, safety, or compliance
• Conduct routine workplace inspections to identify maintenance, safety, or housekeeping deficiencies
• Partner with EHS and Facilities to support safety programs, emergency preparedness, and inspections
• Assist in managing utilities, energy efficiency initiatives, and sustainability programs
• Coordinate vendor access for facility-related work, ensuring adherence to site policies and safety requirements
• Submit and track internal service tickets (e.g., BMRAM or equivalent systems) to resolve workplace and facility issues
• Coordinate and execute workplace service requests impacting day-to-day operations (e.g., seating, workspace setup, minor office adjustments)
• Generate and manage access-related logistics (e.g., Wi-Fi credentials, visitor access coordination)
• Serve as the central coordination point across Facilities, EHS, IT, and business teams for all workplace-related needs

Workplace Experience & Front-of-House

• Oversee front desk operations to ensure a professional, welcoming, and prepared environment for employees, visitors and clients
• Ensure all office and visitor-facing areas (reception, conference rooms, common spaces) are clean, stocked, and presentation-ready at all times
• Coordinate executive and client visit logistics, including room setup, catering coordination, and hospitality readiness
• Partner with internal stakeholders to ensure seamless guest and client experience onsite
• Deliver a high-service, responsive workplace experience with strong attention to detail and professionalism

Vendor & Contract Management

• Manage vendor relationships for services including janitorial, landscaping, pest control, and office equipment
• Coordinate service schedules and ensure service level expectations are met
• Review vendor performance and escalate issues as needed
• Support contract renewals and identify opportunities for cost savings and service improvements
• Negotiate vendor pricing and service terms to optimize cost, quality, and delivery
• Review and authorize vendor orders supporting workplace and operational needs
• Evaluate vendor performance and recommend improvements or changes

Financial & Procurement Support

• Track office and facilities-related budgets and expenses
• Process invoices, purchase orders, and vendor payments - Review and approve office-related purchases and monthly supply orders to ensure accuracy and timely support
• Manage procurement of office supplies, furniture, and facility services
• Identify cost-saving opportunities and operational efficiencies

Employee & Workplace Experience

• Serve as a point of contact for employee workplace needs and issue resolution
• Coordinate onboarding logistics, including workspace setup, equipment, and access
• Support workplace policies (seating, shared spaces, cleanliness, etc.)
• Support employee engagement activities and events
• Promote a clean, safe, and productive work environment
• Support planning and execution of onsite broader Avid team events, employee activities, and leadership gatherings
• Coordinate logistics for internal meetings and cross-functional initiatives as needed

Compliance & Safety

• Support compliance with company policies, building codes, and safety standards
• Assist with audits, inspections, and regulatory requirements
• Maintain emergency response plans, evacuation maps, and safety procedures
• Ensure proper signage, safety equipment, and workplace readiness
• Support workplace readiness in regulated environments, ensuring alignment with GMP standards where applicable

Minimum Qualifications:

• Bachelor’s degree in Business Administration, Facilities Management, or related field preferred
• 3–7 years of experience in office management, workplace operations, or facilities coordination
• Strong organizational and multitasking abilities
• Excellent communication and stakeholder coordination skills
• Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
• Experience with work order systems and vendor coordination
• Knowledge of basic building systems (HVAC, electrical, plumbing) preferred
• Ability to prioritize and respond effectively to operational issues
• Strong problem-solving and decision-making skills

Preferred Qualifications:

• Experience supporting facilities in regulated environments (e.g., GMP, life sciences, corporate campuses)
• Familiarity with safety standards, inspections, and compliance processes
• Experience with space planning or workplace management tools
• Experience managing cross-functional coordination (Facilities, EHS, IT)

Position Type/Expected Hours of Work:  

This role is a full-time onsite position. Days and hours of work are Monday through Friday unless otherwise stated by Supervisor. The employee must also have the ability to work overtime and/or weekends when necessary.

Compensation:

We offer competitive compensation packages for this role, including a base salary, performance-based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.

The compensation range for this role is $92,000 - $115,000 annually depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.

Who you are:

• You have a "bring it on!" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.
• Your written and verbal skills are out of this world, and you communicate with clarity and confidence.
• You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.
• You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.

Physical Demands & Work Environment:

In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day-to-day demands of this position.