Office Manager

Avid Bioservices•Tustin, CA

27d•$92,000 - $115,000•Onsite

About The Position

The Office Manager is responsible for overseeing the daily administrative and facilities-related operations of the office to ensure efficiency, safety, and a well-maintained work environment. This role serves as a central point of coordination across departments, managing office operations, vendor services, workplace experience, and facility needs to support business continuity and compliance. This role serves as the on-site owner of the workplace environment, ensuring a high-quality, consistent employee and client experience aligned with business needs.

Requirements

Bachelor’s degree in Business Administration, Facilities Management, or related field preferred
3–7 years of experience in office management, workplace operations, or facilities coordination
Strong organizational and multitasking abilities
Excellent communication and stakeholder coordination skills
Proficiency in Microsoft Office (Outlook, Excel, Word, Teams)
Experience with work order systems and vendor coordination
Knowledge of basic building systems (HVAC, electrical, plumbing) preferred
Ability to prioritize and respond effectively to operational issues
Strong problem-solving and decision-making skills

Nice To Haves

Experience supporting facilities in regulated environments (e.g., GMP, life sciences, corporate campuses)
Familiarity with safety standards, inspections, and compliance processes
Experience with space planning or workplace management tools
Experience managing cross-functional coordination (Facilities, EHS, IT)

Responsibilities

Manage day-to-day office functions to ensure smooth operations
Maintain office systems, procedures, and administrative workflows
Own and maintain accurate seating assignments and workspace plans across all locations, partnering cross-functionally to ensure alignment with business needs
Coordinate workspace setup and reconfiguration for onboarding, team changes, and site needs
Coordinate office moves, restacks, and workspace planning
Create and manage Kanban for office and breakroom supplies.
Prepare and maintain conference rooms for meetings, including setup, supplies, and coordination with catering or technical support
Manage conference room scheduling conflicts in partnership with executive priorities and facility requirements
Ensure consistent standards for meeting readiness and professionalism across all spaces
Coordinate routine and corrective maintenance activities, ensuring timely resolution of issues
Submit, track, and follow up on facility work requests (e.g., HVAC, lighting, plumbing, repairs)
Support preventive maintenance programs by coordinating access and communication with vendors
Monitor building systems and escalate issues impacting operations, safety, or compliance
Conduct routine workplace inspections to identify maintenance, safety, or housekeeping deficiencies
Partner with EHS and Facilities to support safety programs, emergency preparedness, and inspections
Assist in managing utilities, energy efficiency initiatives, and sustainability programs
Coordinate vendor access for facility-related work, ensuring adherence to site policies and safety requirements
Submit and track internal service tickets (e.g., BMRAM or equivalent systems) to resolve workplace and facility issues
Coordinate and execute workplace service requests impacting day-to-day operations (e.g., seating, workspace setup, minor office adjustments)
Generate and manage access-related logistics (e.g., Wi-Fi credentials, visitor access coordination)
Serve as the central coordination point across Facilities, EHS, IT, and business teams for all workplace-related needs
Oversee front desk operations to ensure a professional, welcoming, and prepared environment for employees, visitors and clients
Ensure all office and visitor-facing areas (reception, conference rooms, common spaces) are clean, stocked, and presentation-ready at all times
Coordinate executive and client visit logistics, including room setup, catering coordination, and hospitality readiness
Partner with internal stakeholders to ensure seamless guest and client experience onsite
Deliver a high-service, responsive workplace experience with strong attention to detail and professionalism
Manage vendor relationships for services including janitorial, landscaping, pest control, and office equipment
Coordinate service schedules and ensure service level expectations are met
Review vendor performance and escalate issues as needed
Support contract renewals and identify opportunities for cost savings and service improvements
Negotiate vendor pricing and service terms to optimize cost, quality, and delivery
Review and authorize vendor orders supporting workplace and operational needs
Evaluate vendor performance and recommend improvements or changes
Track office and facilities-related budgets and expenses
Process invoices, purchase orders, and vendor payments - Review and approve office-related purchases and monthly supply orders to ensure accuracy and timely support
Manage procurement of office supplies, furniture, and facility services
Identify cost-saving opportunities and operational efficiencies
Serve as a point of contact for employee workplace needs and issue resolution
Coordinate onboarding logistics, including workspace setup, equipment, and access
Support workplace policies (seating, shared spaces, cleanliness, etc.)
Support employee engagement activities and events
Promote a clean, safe, and productive work environment
Support planning and execution of onsite broader Avid team events, employee activities, and leadership gatherings
Coordinate logistics for internal meetings and cross-functional initiatives as needed
Support compliance with company policies, building codes, and safety standards
Assist with audits, inspections, and regulatory requirements
Maintain emergency response plans, evacuation maps, and safety procedures
Ensure proper signage, safety equipment, and workplace readiness
Support workplace readiness in regulated environments, ensuring alignment with GMP standards where applicable