Job Description

About the Role

We are looking for a highly organized and proactive Office Administrator to serve as the operational backbone of our company. In this role, you will own the day-to-day running of the office, support our people across a wide range of administrative, HR, and financial functions, and help build an environment where employees can do their best work. This is a highly visible, cross-functional role that requires someone who is ambitious, adaptable, and genuinely excited to grow alongside the company, someone who thrives in a dynamic environment, can pivot quickly when priorities shift, and is always looking for ways to do things better.

Responsibilities

Office & Facilities Management

• Own and manage the general office space to ensure a clean, organized, and functional work environment
• Oversee office layout, desk assignments, and space planning as the team grows
• Stock and maintain the break room, kitchen, and office supply inventory
• Coordinate with building management on maintenance, repairs, and facility-related needs
• Negotiate and manage relationships with office vendors and service providers, including cleaning, security, and utilities
• Maintain health and safety compliance in accordance with applicable regulations, including emergency procedures and safety training

Administrative Support

• Serve as the first point of contact for visitors, guests, and incoming calls
• Manage office correspondence, incoming mail, and shared email inboxes
• Maintain accurate filing systems, both digital and physical
• Schedule and coordinate meetings, manage conference room bookings, and support executive calendars

Events & Hospitality

• Plan and execute company events including holiday parties, team offsites, and investor meetings
• Coordinate catering and company-provided meals for team lunches, all-hands meetings, and special occasions
• Arrange travel and accommodations for staff and visiting guests as needed

Finance & Contracts

• Process and administer payroll on a recurring basis, ensuring accuracy and timeliness
• Own the office budget, including forecasting, tracking spend, and identifying cost-saving opportunities
• Review, track, and liaise with legal counsel on vendor contracts, NDAs, and other company agreements, managing key dates and renewals
• Manage invoice processing and support company-wide expense reporting
• Oversee business insurance policies and renewals

HR & People Operations

• Lead the employee onboarding experience, including workstation setup, provisioning of digital accounts and software access, and office orientation
• Handle HR duties such as maintaining employee records, tracking PTO, and developing and enforcing internal policies and procedures
• Assist with offboarding, including account deactivation and equipment retrieval
• Act as a point of contact between employees and HR or benefits providers
• Supervise and support any administrative staff, including conducting performance check-ins

IT & Equipment

• Coordinate with IT on hardware setup, troubleshooting, and equipment inventory management
• Manage procurement of laptops, peripherals, and other office equipment

Qualifications

• 4+ years of experience in an office management, operations, or senior administrative role
• Proven ability to own and manage budgets, vendor relationships, and office operations end-to-end
• Strong written and verbal communication skills, with confidence engaging across all levels of the organization
• Experience processing payroll and a comfort level with financial administrative tasks
• Experience developing or enforcing office policies and operational processes
• Familiarity with reviewing contracts and legal documents (legal background not required)
• Tech-savvy with a strong proficiency in common workplace tools such as Google Workspace or Microsoft 365, Slack, and HRIS platforms; quick to learn and adopt new software and systems
• Ability to handle confidential information with discretion
• An ambitious, adaptable self-starter who thrives in fast-paced environments and can manage shifting priorities without missing a beat
• Nice to have: Experience working in a biotech, life sciences, or IVD (in vitro diagnostics) company

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