Workplace Operations Administrator

Leo Pharma•Madison, WI

5d•$84,000 - $95,000•Onsite

About The Position

The Workplace Operations Administrator is responsible for delivering an exceptional first impression to callers and visitors, managing reception duties, and overseeing workplace operations to ensure a safe, organized, and well-maintained environment. This role serves as a central point of contact for building and vendor relationships, supports office events, and manages facilities. This is a fully onsite role based out of our Madison, NJ office.

Requirements

3+ year workplace management/office space planning in a corporate setting.
Proficient in MS Word, Excel, and PowerPoint.
Strong attention to detail, multitasking, prioritization, and time management skills is a must.
Excellent communication, interpersonal, and professional demeanor
Proven ability to handle confidential information tactfully.
Team-oriented, adaptable, and effective in fast-paced, high-pressure environments.
Self-motivated, responsible, and high-energy professional.
Must be able to perform all essential functions of the position, with or without reasonable accommodation.

Responsibilities

Answer and route incoming calls, check and forward voicemail messages daily.
Manage visitor sign-in, notify relevant contacts, and direct guests appropriately.
Maintain a safe and organized professional environment.
Maintain employee directories.
Receive and handle all mail and deliveries daily and onsite.
Maintain visitor management system.
Support office events and catering needs, including room preparation.
Responsible for ordering and leading Home Office breakfast and lunch events (weekly at minimum).
Maintain seating charts and prepare new hire desks.
Oversee new hire badges.
Maintain clean and organized kitchen and supply areas.
Monitor and replenish supply stock.
Serve as liaison with building management, vendors, and maintenance staff.
Oversee facility systems (HVAC, water, janitorial services) and manage inspections.
Review vendor contracts and manage facility department's operating budget.
Preparation for office audit.
Support additional departments' contracting needs, as required.
Maintain and execute emergency preparedness plans, keep Emergency Response Plan updated, and coordinate refresher trainings, as needed.
Ensure compliance with health and safety regulations.
Maintain silent alarms and front entrance security systems.
Coordinate internal office moves, furniture orders, and packing materials.
Manage renovation projects, vendor sourcing, and quotes.
Support office improvement projects and space planning.