Office Manager

Avid Bioservices•Tustin, CA

7d•Onsite

About The Position

Avid Bioservices is seeking a passionate Office Manager to join their team. This role is responsible for overseeing the daily administrative and facilities-related operations of the office to ensure efficiency, safety, and a well-maintained work environment. The Office Manager will serve 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 is 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
Ability to prioritize and respond effectively to operational issues
Strong problem-solving and decision-making skills
"Bring it on!" team player approach and an unshakable positive attitude
Exceptional multitasking skills and an unparalleled attention to detail
Mastery at building relationships, capable of establishing connections with anyone
Visual acuity, including close, distance, and color vision

Nice To Haves

Knowledge of basic building systems (HVAC, electrical, plumbing) preferred
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.
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.
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 to resolve workplace and facility issues.
Coordinate and execute workplace service requests impacting day-to-day operations.
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 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.