Job Description
Office Manager at Swan EndoSurgical Inc. Office Manager at Swan EndoSurgical Inc. in Dedham, Massachusetts Posted in 5 days ago.
Type:
full-time Job Description:
Office Manager - Canton, MA Office Full?time | 40 hours per week Role Overview We are seeking a proactive and highly organized Office Manager to support the smooth running of our US office and assist the team developing our cutting?edge endoluminal robotic platform. This role combines office operations, purchasing, people support and administrative coordination. You will be the central point ensuring our workplace is efficient and well?supported as we continue to grow. Key Responsibilities:
Support to the Robotics Development Team Support preparation and logistics for usability studies. Coordinate logistics for board meetings, clinician visits, and leadership sessions. Office & Facilities Management Ensure the office environment is organized, safe, clean and well maintained. Oversee facilities management, including contractors, coordinating repairs and liaising with building management. Manage the asset register and coordinate equipment deliveries and maintenance. Procure and manage stock of office, kitchen, IT and lab supplies. Act as the primary point of contact for suppliers, vendors and service providers. Coordinate meeting logistics, travel arrangements and internal company events. Administration & Finance Support Assist with asset and budget tracking and monitoring project and office expenditure. Provide general administrative support to the wider business as required. HR & People Support Maintain accurate employee records and support onboarding in coordination with IT and HR. Support the recruiting process as needed, including arranging on-site interviews. Support updates to internal policies. Coordinate internal communications and reminders, ensuring smooth information flow across the team. Plan and organize site wide events and celebrations. Qualifications & Experience:
Required High school diploma or equivalent; associate or bachelor's degree preferred (business administration, management, or related field). 5+ years of experience in an office management, administrative, or operations support role. Proven experience supporting day?to?day office operations, facilities coordination, and vendor management. Strong organizational and time?management skills, with the ability to manage multiple priorities independently. Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and common office systems/tools. Excellent written and verbal communication skills. Ability to handle sensitive and confidential information with discretion. Comfortable working in a fast?paced, growing organization and adapting to changing priorities. Experience coordinating meetings, travel, events, or site visits for leadership and external stakeholders. Preferred Proven experience managing day?to?day office operations in a startup or fast?growing organization, including facilities coordination and hands?on vendor management. Experience supporting technical, engineering, healthcare, or R D teams. Experience with onboarding coordination, employee records management, and general HR administration. Prior responsibility for asset tracking, or lab/technical supply ordering. Knowledge of basic workplace health, safety, and facilities compliance requirements. Experience working in a hybrid office environment. Schedule Full?time (40 hours per week). Flexibility in working hours, with required core office presence 9:00 AM-4:00 PM. In office requirement is 100% three to four days per week but maybe more depending on organizational priorities. Work Environment :
Travel requirement: Travel is not required. This position operates in a professional office environment. The work setting is a fast paced/energizing and busy. Employees typically work at a desk or workstation using standard office equipment such as computers, phones, printers, and collaboration tools. The role may involve extended periods of sitting, regular use of a computer, and occasional meetings-both in person and virtual.
