Office Assistant

Office Assistant

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 Assistant provides administrative, workplace, and facilities support to ensure the efficient day-to-day operation of the office. Reporting to the Office Manager, this position assists with office coordination, front-desk responsibilities, workplace services, vendor support, meeting logistics, and employee experience activities. The Office Assistant serves as a key resource for maintaining a professional, organized, and welcoming work environment while supporting workplace operations and facilities-related activities.

Key Responsibilities:

• Provide day-to-day administrative support to the Office Manager and office staff.
• Assist with maintaining office procedures, records, and filing systems.
• Support office communications, announcements, and distribution of information.
• Order, receive, stock, and organize office and breakroom supplies.
• Maintain office supply inventory and notify the Office Manager of replenishment needs.
• Assist with workspace setup for new hires, employee moves, and office reconfigurations.
• Support scheduling and coordination of conference rooms and meeting spaces.

Front Desk & Workplace Experience

• Serve as a primary point of contact for employees, visitors, clients, and vendors.
• Ensure reception areas, conference rooms, breakrooms, and common areas remain clean, organized, and stocked.
• Assist with meeting room setup, catering coordination, and event preparation.
• Support executive and client visit logistics as directed by the Office Manager.
• Help maintain workplace standards that promote a positive employee and guest experience.

Facilities & Workplace Coordination

• Assist in submitting, tracking, and following up on facility service requests.
• Monitor office areas and report maintenance, safety, or housekeeping issues to the Office Manager.
• Coordinate vendor access and escort vendors when required.
• Support routine workplace inspections and identify areas requiring attention.
• Help coordinate furniture moves, workstation setups, and office adjustments.
• Support preventive maintenance activities by coordinating communications and access as needed.
• Partner with Facilities, IT, and EHS teams to facilitate timely issue resolution.

Vendor & Service Coordination

• Assist with scheduling vendor services, including janitorial, landscaping, pest control, and office equipment maintenance.
• Track completion of vendor work and escalate concerns to the Office Manager.
• Help collect vendor documentation, certificates of insurance, and service reports.
• Support procurement activities and office-related purchasing requests.

Financial & Procurement Support

• Assist with processing invoices, purchase requisitions, and purchase orders.
• Maintain records related to office expenses and supply purchases.
• Help reconcile office supply orders and deliveries.
• Research products and obtain vendor quotes when requested.

Employee Support & Engagement

• Assist with onboarding logistics, including workspace preparation, supply coordination, and employee welcome activities.
• Support employee engagement and workplace events.
• Promote workplace organization, cleanliness, and professionalism.
• Assist with logistics for meetings, training sessions, employee activities, and special events.

Compliance & Safety Support

• Assist in maintaining workplace signage, safety supplies, and emergency information.
• Support safety inspections, audits, and workplace readiness activities.
• Report safety concerns or facility deficiencies EHS.
• Help maintain emergency contact lists, evacuation maps, and workplace communication materials.
• Support adherence to company policies and workplace procedures.

Minimum Qualifications:

• Associate degree or equivalent work experience preferred.
• 1–3 years of experience in office administration, customer service, workplace operations, or a related role.
• Experience supporting a corporate office environment preferred.
• Strong organizational and time…