Office Manager / Creative Admin

Office Manager

The Office Manager owns day-to-day administrative operations at BC US, ensuring a professional front office, smooth internal workflows, and reliable support to HR, IT, Finance, Facilities, and Client Services. This role oversees reception/visitor management, scheduling, supplies and vendor coordination, recordkeeping, basic AP support, and site communications.

Duties/Responsibilities

• Manage front office operations, including greeting visitors, answering calls, coordinating visitor access, and maintaining reception and meeting areas.
• Coordinate calendars, meetings, interviews, and company events; prepare agendas, meeting materials, and track follow-up actions.
• Develop and maintain office procedures, administrative records, and standard operating procedures.
• Serve as the primary point of contact for office-related Facilities and IT requests, including phones, workspace needs, and office equipment.
• Oversee office supplies, kitchen supplies, printed materials, and vendor services to ensure operational readiness.
• Assist Human Resources with candidate logistics, employee file maintenance, and the confidential handling of personnel information.
• Support purchasing and finance functions by reconciling administrative expenses and assisting with accounts payable documentation.
• Maintain administrative records, contracts, visitor logs, manifests and other documentation to support regulatory compliance and audit readiness.
• Prepare and distribute internal communications and provide administrative support for training, safety initiatives, and employee events.
• Coordinate relationships with office service vendors, monitor service quality, and assist with contract renewals and issue resolution.
• Support IACUC and Safety Committee meetings by assisting with minute taking and tracking of action item completion.
• Support the Employee Engagement Committee by assisting with the planning and coordination of employee recognition and engagement activities.
• Perform other duties as assigned to support business operations and continuous improvement.

Education and Experience:

• Required: High school diploma or equivalent.
• Preferred: Associate's or bachelor's in business, Administration, or related field; or equivalent experience.
• Experience: 3+ years in office administration/office management supporting multi-department operations; regulated, healthcare, lab, or industrial setting a plus.

Skills/Abilities

• Excellent organization, prioritization, and follow-through; thrives in a fast-moving, on-site environment.
• Strong communication and customer service; professional presence with visitors and staff.
• Proficiency with Microsoft 365/Google Workspace (Outlook/Calendar, Word/Docs, Excel/Sheets, PowerPoint/Slides); familiarity with ADP/ATS or ERP/purchasing tools and Monday.com or Smartsheets a plus.
• Proven experience with discretion and confidentiality handling sensitive HR/Finance information.
• Problem-solver with a continuous-improvement mindset; comfortable creating checklists/SOPs and simple dashboards.
• Bilingual English/Spanish preferred

Physical Requirements

• Proof of measles vaccination or updated titers prior to initial contact with animals.
• Current results of TB testing or be tested prior to initial contact with animals. Annual tuberculosis screening is required of all employees.
• Ability to operate office equipment.
• Personnel must be able to carry out the essential functions of this position with reasonable accommodation if disabled.
• Prolonged periods sitting/standing; frequent walking between buildings; lift/move up to 25 lb. (supplies, boxes).
• Occasional event setup/tear-down; ability to work in Florida heat when escorting vendors/guests between areas.

Environmental Working Conditions

• Potential exposure to disinfectants, chemicals, biologics, infectious agents (BSL1, BSL2), animal dander, and dust.
• Normal scientific laboratory conditions may encounter unpleasant odors.