Office Manager

Job Description

Position Title:

Office Manager

Work Location:

South San Francisco, CA, 94080

Assignment Duration:

06+ Months (Potential Extension)

Work Arrangement:

Onsite Position Summary:

The Office Manager plays a vital role in supporting the office providing administrative, clerical, and general office support for the company. This role is responsible for front office activities, receiving and directing visitors, receiving and distributing mail and packages, and maintaining and operating the main line phone system ("ONSIP"). This new site is scheduled to open in May, and the position offers the possibility of a contract extension. It is a small office environment, and the client is seeking someone who can wear multiple hats—managing mail, ordering supplies, and performing regular walk-throughs to ensure the office is well stocked and operational needs are anticipated. Required Qualifications (Must-Have) Minimum 05 years of experience in office administration, office management, or front desk operations as a manager. Hands-on experience managing front office activities like calls, visitors, mail handling, and vendor coordination Experience with office operations in a small or mid-size environment (someone who can wear multiple hats) Strong working knowledge of Microsoft Office Suite (Outlook, Excel, Word) Experience with expense management tools (like Concur) and handling office budgets/supplies Ability to manage mail services, shipping (FedEx/UPS), and inventory tracking Experience handling visitor logs, security badges, and office compliance procedures Strong organizational + multitasking skills in a fast-paced environment Excellent communication skills (phone handling + in-person coordination) Ability to work independently onsite with minimal supervision Experience supporting onboarding activities (new hire setup, desk prep, coordination) Basic experience working with vendors, contractors, or facility teams Good-to-Have (Nice but not mandatory) Experience working in biotech / pharma / corporate office environment Familiarity with ONSIP or similar phone systems Experience supporting employee engagement events Exposure to health & safety compliance / office audits

Primary Responsibilities:

Oversee the day-to-day operations of office facilities to ensure a safe and efficient working environment. Receive and direct incoming calls during normal business hours, including triaging inquiries about clinical trials to respective clinical counterparts. Receives and directs visitors, candidates, vendors, etc. to appropriate location and host employee. Maintains visitor log in compliance with security measures. Distribute security badges to visitors, issue temporary access fobs, maintains log of temporary and visitor fob use. Maintains and updates front desk manual. Maintains and updates internal phone list for local office. Maintains postage equipment and supplies which includes preparing and sorting incoming mail, posting of outgoing mail, and preparation of FedEx shipments. Purchases office and facilities supplies and manages associated expense report. Stocks incoming kitchen/pantry supplies, monitors use on a daily basis, replenishes as necessary. Inventories, places orders, stocks general office supplies. Prepares name plates, information packets, set up office supplies, for new hires. Assist with administrative support including travel, meeting support, and preparing expense reports as required. Assist with administrative support throughout the company including, but not limited to, filling, creating project folders, and preparing Agreement Request Forms (ARF). Coordinates gym waivers and security forms for employee access. Interfaces with building contractors and service providers as needed to maintain office operations. Assists in coordinating employee engagement activities in partnership with People & Performance. Performs end of day/week administrative duties to prepare for each new work day / week and closes out activities appropriately. Ensure compliance with health and safety regulations, including evacuation procedures and fire drills. Collaborate with IT for infrastructure optimization projects. Assist in onboarding new employees and maintaining employee records (time tracking and other statutory requirements) Other duties as assigned. Applicant Notices & Disclaimers For information on benefits, equal opportunity employment, and location-specific applicant notices, click here At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's starting pay is: $48.00/hr.