Office Administrator

At Insilico Medicine, we are transforming drug discovery and development through the power of artificial intelligence. Our platform integrates biology, chemistry, and machine learning to accelerate the delivery of life-changing therapies to patients worldwide. Our Cambridge office is a dynamic, collaborative environment where innovation, scientific rigor, and operational excellence come together. We are seeking a professional, proactive, and highly service-oriented Office Administrator to serve as the face of our office. This individual will play a critical role in shaping the day-to-day employee and visitor experience while ensuring seamless front office operations and overall office functionality. Given the nature of the role, this position requires a consistent full‑time, on‑site presence. Why Join Insilico Medicine Be part of a mission‑driven organization at the forefront of AI‑powered drug discovery. Collaborate with world‑class scientists, technologists, and business leaders. Work in a fast‑paced, innovative environment where your contributions are visible and valued. Gain exposure to a growing, global biotech organization with a strong culture of excellence and curiosity. Key Responsibilities Front Desk, Reception & Office Operations Welcome visitors, candidates, and employees in a professional, friendly manner. Serve as primary point of contact for front desk operations. Answer and route phone calls, take messages, and handle inquiries. Receive, sort, and distribute incoming mail, packages and courier deliveries. Arrange outgoing mail, courier services, and shipments. Ensure a clean, organized, and welcoming office environment. Maintain office records, contact lists, and administrative files. Office Supplies & Pantry Management Monitor and replenish office and pantry supplies. Maintain appropriate stock levels and place orders as needed. Keep inventory records for office and pantry supplies. Billing and Payment Submissions Handle office‑related billing matters, including rent, utilities, internet, phone, cleaning, maintenance, pantry, office supplies, and other recurring expenses. Check invoices and billing details for accuracy before processing. Prepare and submit payment applications via OA for office‑related expenses. Keep proper records of invoices, payment applications, contracts, and payment schedules. Support reimbursement or expense submission for office‑related matters when needed. Meeting & Small Event Support Arrange meeting rooms and prepare them for internal or external meetings. Coordinate refreshments, seating, and basic meeting setup. Support team lunches, small office events, celebrations, and internal activities. Assist with logistics for company visits or guest reception. Ad‑hoc onsite event support for industry conferences. Employee Support Assist with welcome pack, seating arrangements, desk setup, and office access for new employees during onboarding. Respond to routine employee requests related to office administration and facilities. Record Keeping & Cost Tracking Keep organized records of office expenses, contracts, invoices and service agreements. Track recurring office costs and remind relevant parties of upcoming payments or renewals. Support basic office budget tracking. General Coordination Take ownership of routine office issues and follow through until resolved. Coordinate across internal teams and external parties on office‑related matters. Handle other office administration and coordination tasks as assigned. Qualifications 1–3 years of experience in a receptionist, administrative, or customer‑facing role. Associate’s degree required, Bachelor’s degree preferred. Strong interpersonal and communication skills with a service‑first mindset. Professional presence and ability to handle confidential information with discretion. Proficiency in Microsoft Office (Outlook, Word, Excel). Proficiency with communication and messaging platforms such as Slack, WeChat, and similar tools. Highly organized with strong attention to detail. Ability to multitask and prioritize effectively in a fast‑paced environment. Proactive, dependable, and solutions‑oriented approach. #J-18808-Ljbffr Insilico Medicine