Office Manager
JOB SUMMARY
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.