Job Description

Job Title : Office Manager

Location : Scottsdale, AZ (on-site)

Company type: Medical Diagnostics

Duration: 5-6 week contract with possibility of extension and permanent placement

Start Date: ASAP

Schedule: M-F standard business hours

Position Summary:

Reporting to the Director of Human Resources, the Office Manager (OM) will provide high-level administrative support to leaders in the Scottsdale facility. This role will play a pivotal role in facility management at the company's headquarters, requiring an on-site presence to ensure business continuity, vendor management and aiding office visitors.

Job Responsibilities:

• Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents for the Executive Leadership Team.
• Manage and maintain the ELT’s schedules including arranging appointments, meetings and travel itineraries upon request.
• Serve as the primary point of contact between the ELT and internal/external stakeholders.
• Coordinate and facilitate meetings including preparing agendas, taking notes, recording minutes and following up on action items.
• Receive incoming communication or memos on behalf of the ELT, reviews contents, assess importance, and summarize and/or distribute contents to appropriate staff.
• Anticipate executive’s needs while onsite and proactively address them to ensure an efficient workflow.
• Provide event management support in collaboration with the Human Resources (HR) department.
• Collaborate with other administrative staff to ensure seamless office operations.
• Check and review incoming mail daily, assess its contents, and deliver it to the appropriate staff in a timely manner.
• Manage suppliers that support the day-to-day operations of the laboratory.
• Greet visitors, ensure they are comfortable, connect them with the appropriate office personnel, and ensure compliance with visitor policies, all while providing hospitality and creating a welcoming environment.
• Manage schedules for conference rooms and community spaces.
• Monitor office expenditures and optimize costs where possible, while also overseeing and ordering inventory for office and break room supplies.
• Partner with the building landlord to ensure upkeep and maintenance within client’s campus locations.
• Manage all facilities vendor relationships and contracts in partnership with the Financial Controller and Director of HR
• Submit work orders, schedule repairs for general office space and equipment, and track their completion

• Maintain records of visitors and visitor badge access for contractors, vendors, and all external personnel

• Establish and maintain standard operating procedures (SOPs) for facilities workflow to ensure maximum efficiency and business continuity.
• Collaborate with department heads and leadership to support facilities project planning and optimization, anticipate and address operational impacts across departments, and ensure clear and effective communication of project information throughout the organization.
• Maintain open communication channels and consistent cadence with Lab and Quality to ensure Facilities are consistently aligned and supporting active procedures and SOPs
• Partner with the Senior Leadership Team (SLT) and project manager to assist with office expansion planning, project tracking and office move facilitation.
• Monitor the safety and cleanliness of interior and exterior areas, including offices, breakrooms, conference rooms, parking lots, and outdoor recreation spaces, while addressing any gaps and handling them as needed.
• Ensuring proper security measures for the workplace, collaborating with security system vendors and IT.

• Performs other duties as assigned.

Knowledge, Skills & Experience:

• Minimum of 5 years’ experience working in an administrative or executive assistance role.
• Experience in a start-up or high-growth company preferred.
• Proven experience supporting C-level executives or a similar executive assistant role is preferred.
• Highly proficient with Microsoft Office Suite or similar software, with the ability to quickly learn new or updated software.
• Capable of thriving in a fast- environment.
• Previous experience managing office facilities, contractors and vendors is preferred.
• Experience in project management, particularly with tenant improvement management is preferred.
• Excellent written and verbal communication skills, with a strong command of grammar and spelling.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Detail-oriented with a high level of accuracy in work output.
• Flexible and adaptable to shifting priorities and deadlines.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently with minimal supervision and collaborate effectively as part of a team.
• Knowledge of office management systems and procedures.
• Experience with travel coordination and expense management is a plus.

Education, Certifications, and Licensures:

• High school diploma or equivalent required.

• Bachelor’s degree in Business Administration or related field preferred.

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