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.

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 onsite owner of the workplace environment, ensuring a high-quality, consistent employee and client experience aligned with business needs.

• 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

• 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 elevate 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

• 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

• 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 elevate 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

• 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

• 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 onsite broader Avid…