Office Manager

3 weeks ago

Morrisville, United States Metabolon, Inc. Full time

Overview

As part of Metabolon’s growing operations, we are seeking an Office Manager to be an integral part of the team. In this position, you will play a crucial role in overseeing the day-to-day operations of our RTP office, ensuring efficiency, productivity, and a positive working environment. Stationed at the front desk, you will be highly visible within the organization, representing Metabolon internally and externally as the first point of contact for clients and visitors. You will partner closely with Operations and HR leadership to ensure a positive employee and visitor experience. You will oversee the planning and execution of company-wide events, ensuring events align with company culture and objectives. Outstanding attention to detail, multitasking skills, and organizational agility are keys to success in this role. The role is an exempt full-time role, based in Research Triangle Park, North Carolina. The role will be on-site Monday through Friday and will require front desk coverage from the core hours of 8:30AM-4:30PM, but may require flexibility in working hours to accommodate business needs.


Responsibilities

Front Desk Management:

  • Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries
  • Maintains visitor check-in and serves visitors by directing them appropriately, notifies company personnel of visitor arrival
  • Manages single-line phone system
  • Administration of badge access system for both employees and visitors
  • Maintains safe and clean reception area
  • Responsible for seasonal decoration for the front desk area

Administrative Responsibilities

  • Reconciles corporate credit card
  • Maintains and updates online seating chart
  • Retrieves and distributes incoming mail; ensures drop-off outgoing mail daily
  • Coordinates and receives shipments via FedEx and other necessary carriers
  • Maintains and ensures cleanliness of common areas to include break rooms, supply rooms, mail area, and conference rooms
  • Maintain facilities-related internal communications (e.g. Teams facilities channel, communication from The Hub)
  • Provides expense report support for 1-3 designated leaders
  • Provides onboarding support to prepare for new hires by partnering with IT and HR for on-site set up to ensure computer and work area is ready with requirements to start or equipment is shipped to new hire
  • Greets new hire on first day, creates new hire badge, distributes new hire welcome packets
  • Performs new hire facility tour on first day
  • Monitors swag inventory and coordinates restocks with HR
  • Other duties and tasks as assigned


Facility Support

  • Acts as the company primary point of contact with vendors and service providers (janitorial services, shredding, refreshment, pest control, furniture, common area inventory supply, break room supplies).
  • Builds positive working relationships with vendors and service providers, ensuring accountability and identifying opportunities for service improvements or updates
  • Responsible for monitoring supplies and placing company supply orders
  • Keeps track of receipts and supply invoices
  • Serves as a point of contact for the property management group
  • Coordinates with IT department on the installation and management of office equipment
  • Provides administrative support to the VP, Operations for facility projects as needed


Event Coordination

  • Primary lead for the planning and execution of logistics in support of company events
  • Responsible for an ongoing and regular volume of catering and meal orders for company and team sponsored meetings and events
  • Provide support to the Executive Administrator for executive and board event set up and break-down assistance as needed
  • Partners with Sales leadership and appropriate stakeholders for event logistics and coordination of global sales events (annual Global Sales Meeting, regional sales meetings, etc.)
  • Represents Metabolon as a culture champion providing logistics planning and assistance for designated company events


Qualifications

  • Minimum two years’ experience required in administrative and/or office management
  • Preferred experience in healthcare, pharmaceutical, lab based environment, and/or public company
  • Proven office management, administrative, or assistant experience
  • Ability to use excellent judgement and discretion
  • Highly proficient knowledge of Microsoft Office products (Outlook, Excel, Word and PowerPoint specifically)
  • Excellent communication skills (oral and written)
  • Strong work ethic and emphasis on attention to detail
  • Analytical problem-solving ability
  • Ability to organize time for multiple tasks in a dynamic environment


About Us

Metabolon, Inc., is the global leader in revealing biological insights on disease state and physiological reactions in the present time through metabolomics. Leveraging one of the world’s most diverse and rich patient data sets, Metabolon is equipped to deliver biologically relevant evidence to address some of the most difficult and pressing questions in the life sciences. Every day, our work is helping to accelerate research and product development success in the biopharma, population health, consumer products, agriculture, wellness, and academic research sectors.


Metabolon was founded in 2000 and is headquartered in Research Triangle Park, North Carolina with an international headquarters in Germany. For more information, please visit www.metabolon.com.


Metabolon is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job‐related requirements.

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