Business Office Manager

12 hours ago

St Louis, United States Geneoscopy Full time

Business Office Manager

This position must be onsite at the Geneoscopy office in St. Louis, Missouri.

Geneoscopy is seeking a highly organized and proactive Business Office Manager to manage the office, collaborate on Human Resources functions, and support the leadership team. The ideal candidate will possess exceptional communication skills, a strong attention to detail, and the ability to manage multiple priorities efficiently. This role is crucial in ensuring the smooth operation of the office and contributing to the organization's overall success.

RESPONSIBILITIES

  • Office Management:
    • Answer the office telephone and provide any necessary information to callers, take messages, or transfer calls to the appropriate individuals within the company.
    • Greet office visitors and handle their inquiries or direct them to the appropriate persons according to their needs.
    • Ensure the office environment is organized, clean, and well-maintained. This may involve liaising with building management, ordering cleaning services, and overseeing office repairs and maintenance.
    • Maintain the Company shared calendars to ensure appropriate bookings, lack of overlap, etc.
    • Provide administrative support to ensure efficient operation of the office. This includes managing office supplies, maintaining office equipment, handling correspondence, and coordinating office activities and operations.
    • Collaborate with the IT, Human Resources, Accounting, and other departments to resolve administrative issues.
    • Answer and direct phone calls, manage correspondence (e.g., emails, letters, packages), and handle inquiries from employees and external parties.
    • Assist in the planning and coordination of company events, group lunches, meetings, conferences, and team-building activities.
    • Provide support to various projects as needed.
  • Human Resources:
    • Assist with new hire onboarding and orientation
      • Initiate new employee onboarding within HRIS upon hire.
      • Schedule training and meet-and-greet meetings with new hires and appropriate parties.
      • Create shipping labels and schedule delivery of necessary equipment and materials.
      • Coordinate hotel accommodations for new hire training/onsite visits as appropriate.
    • Schedule conference rooms, lunches, etc. for in-person interviews and meetings.
    • Coordinate expense reimbursement with interviewees when appropriate.
    • Coordinate with the IT and Software teams to track the current equipment inventory and forecast supplies.
    • Handle confidential information with discretion and maintain the highest level of professionalism.
  • Leadership Support:
    • Schedule appointments and meetings for C-Suite as needed.
    • Arrange reservations, dinners, and events when necessary.
    • Coordinate and book travel accommodations.
    • Manage executive calendars when requested.
    • Prepare and edit correspondence, reports, presentations, and other documents as needed.
  • Finance:
    • Review employee expense reports and prepare them for payment.
    • Collect receipts from employees with corporate credit cards for expenses incurred.
    • Download monthly invoices from various vendor websites.
    • Contact third-party vendors to resolve billing issues as necessary.
  • Other duties as assigned.

EDUCATION REQUIREMENTS

  • No degree is required (Associate's Degree preferred).

QUALIFICATIONS

  • Minimum of 5 years of experience in an executive administrative support/office management role.
  • Exemplify a proven track record of managing complex calendars and coordinating high-level communication.
  • Possess a familiarity with office management procedures and basic accounting principles.
  • Exemplify the ability to multitask and thrive in an agile, fast-paced, deadline-driven environment while remaining flexible, proactive, resourceful, and efficient.
  • Possess proficient verbal and written communication skills, while willing to share and receive information and ideas from all levels of the organization to achieve the desired results.
  • Possess high ethics and conduct business in the most professional manner.
  • Seek inclusiveness and collaboration but step up to responsibility, make tough decisions, and be accountable for those decisions.
  • Act as a results-oriented team player with strong interpersonal and communication skills, capable of working collaboratively with colleagues.

SCHEDULE
This is a salaried position, requiring at least 40 hours per week. There may be projects that require activities beyond the standard hours.

COMPENSATION & BENEFITS

  • Base salary range: annually determined based on the candidate's experience, knowledge, and abilities.
  • Bonus: discretionary annual bonus based on a percentage of the employee's base salary
  • Benefits: health, vision, dental, life insurance, 401k (with employer match), and paid time off.

ADDITIONAL INFORMATION

Geneoscopy's Core Values
Ability to embody Geneoscopy's beliefs, philosophies, and principles:

  • Integrity - we do the right thing through our words, actions, and behaviors
  • Courage - step up, speak up, stand out
  • Agility - think and act fast, embracing change
  • Passion - for our customers, our people, our work, and for excellence
  • Collaboration - our differences are assets


Physical Demands

  • Employees may be required to lift routine office supplies and use standard office equipment.
  • Must possess the ability to sit and/or stand for long periods.
  • Must possess the ability to perform repetitive motion.


Work Environment

  • May have exposure to fumes and bio-hazardous material in the laboratory environment.
  • May be required to handle blood-borne pathogens and general laboratory reagents.

By completing this online employment application, you certify that the information on this application is true and complete to the best of your knowledge. You understand that any misrepresentation or omission of fact in response to any inquiry made in this application may result in the rejection of the application or if hired, dismissal whenever it is discovered. You authorize and release all parties from any liability or damage that may result from seeking, furnishing, or using such information. You understand and agree that, if hired, your employment is for no definite period and may, regardless of the date of payment of compensation, be terminated by Geneoscopy at any time, for any or no reason, with or without notice. You understand that no representation to the contrary is valid unless in writing, setting a definite term of employment, and signed by the company's CEO. You further understand and agree that any job offer is contingent upon your passing, to the company's satisfaction, a criminal background check, reference checks, and other possible screenings. You understand that this application is active for 90 days only, and if you do not hear from the company but still wish to be considered for employment after 90 days, you will need to fill out a new application.

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