Office Manager

Office Manager

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.

Key Responsibilities:

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…