Job Description:
We are seeking a dedicated and highly organized Office Manager to join our San Diego team on a full-time basis. The ideal candidate will be responsible for overseeing the daily operations of our office, ensuring a smooth and efficient work environment. This role requires a proactive individual with strong leadership skills and the ability to manage multiple tasks simultaneously.
Responsibilities include:
1. Business Support
- Compiling MBO reporting and staff meeting presentations.
- Support Sales and FS teams by shadowing team members and identifying new support opportunities.
- Interface with several customers hosted at the office for all their facility needs.
- Support the Field Service team in tracking calibrations and spare parts.
2. Physical and IT Security & Business Continuity
- Identify and address gaps in IT Cyber Security Training, including contractors and temporary employees.
- Extend security training and testing to contractors to reduce risk and strengthen overall security posture.
- Oversee badge access management for visitors and permanent staff.
3. Internal Operations Audit
- Lead internal audit processes to ensure compliance and operational efficiency.
- Count and manage Customer Confidential Inventory and monthly reporting.
- Conduct quarterly EHS walkthroughs and follow through on action items.
- Engage in ISO9001 auditing and help align the San Diego site with QMS standards.
4. Safety Improvements
- Address critical safety issues, including replacing expired fire extinguishers, adding first aid kits, installing AEDs, and coordinating CPR/first aid training.
- Facilitate staff certification for forklift operation.
- Develop an Emergency Evacuation Map and collaborate on a site-wide EMG Evacuation Plan.
- Contribute to the creation of lab SOPs.
5. Shipping & Receiving
- Organize and improve warehouse operations and streamline shipping/receiving processes.
- Train/support staff on domestic and international MSRF shipping.
- Coordinate shipping/receiving appointments and forklift scheduling.
6. Facility Management
- Coordinate maintenance needs, submit and follow up on work orders, track energy usage, and ensure smooth facility operations.
- Track energy usage and manage related communications.
7. Vendor & Contractor Relations
- Manage relationships with service providers, schedule and oversee contractor visits, and verify completion of work orders.
8. Office & Workplace Oversight
- Maintain supply inventory, manage hot desk layouts, and ensure cleanliness and usability of shared spaces.
9. Employee & Visitor Support
- Serve as the point of contact for guests and employees, handle requests, and maintain a welcoming office environment.
10. Event Planning
- Organize team-building events, holiday celebrations, and customer/staff engagement activities.
- Offer administrative support to the Sales team, including event coordination and logistical support.
Requirements:
- Education: Some college or Associate's degree, Office Management, or a related field.
- Experience: Minimum of 3–5 years of experience in office management, facilities coordination, or business operations, preferably in a fast-paced or technical environment.
Additional Skills Preferred (but not required):
- Proven experience in office management or a related field.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite and other relevant software.
- Ability to handle internal and customer confidential information with discretion.
- Strong problem-solving skills and attention to detail.
