Senior Office Manager
GigaGen, a subsidiary of Grifols, is looking for an organized and detailed-oriented Senior Office Manager to manage the office budget and office supplies inventory, oversee and support all administrative duties in the office, and ensure that the office is operating smoothly.
Primary responsibilities for role:
- Oversee the onsite management and maintenance of the IT infrastructure
- Liaise with IT to manage site hardware issues
- Manage all digital license keys for both office software and laboratory software
- Record management for digital contracts and physical documents
- Manage the office budget for computer, IT, and AV hardware
- Track and analyze operational costs, including monitoring the office budget
- Design and order company merchandise (business cards, jackets, memorabilia)
- Schedule office repairs and cleanings
- Manage office equipment and office vendor services
- Monitoring office supplies and ordering new stationery, furniture, appliances, and electronics
- Manage all office related vendors including but not limited to weekly catering, office materials, records management and storage, and corporate branding vendors
- Event planning for annual holiday party, ad hoc corporate guest visits, interview luncheons
- Timesheet preparations for finance
- Schedule companywide reviews biannually
- Onboard new employees (facility tour, office policies, introductions)
- Lead office layout planning, office moves and reconfigurations
- Providing onboarding support to access to onsite platforms and distribute company issued properties. Revoke exiting employees' access as needed
- Oversee janitorial staff to keep the office clean and safe, and to ensure appliances are in good working order
- Coordinate and host corporate events onsite and offsite
- Create SOPs for office maintenance and delegate to administrative staff
- Provide travel arrangements support to staff as needed
- Provide other executive support as necessary, including scheduling meetings, maintaining calendars, doing research, and creating expense reports
- Supervise and support a direct report responsible for various administrative tasks, such as scheduling, stocking, and taking inventory
- Provide guidance, training, and performance feedback to the administrative team member
- Conduct regular one-on-one meetings, performance reviews, and provide constructive feedback to the administrative team member
- Provide clear direction and set goals for team members aligned with organizational objectives
- Identify training needs and facilitate development processes to enhance team skills and capabilities
Required experience, skills and education qualifications:
- Bachelor's Degree
- Depending on area of assignment, directly related experience or a combination of related education and experience and/or competencies may be considered in place of the stated requirements. Example: If a job level requires a Bachelor's degree plus 4 years of experience, an equivalency could include 8 years of experience, an Associate's degree with 6 years of experience, or a Master's degree with 2 years of experience.
- Minimum of 5 plus years of work experience in an administrative/office management role.
- Ability to build trust, remain accessible, and handle sensitive situations and data
- Ability to combine great people intuition, business judgement, and discretion in decision-making
- Strong problem-solving skills and analytical abilities
- Strong organizational, project management, and time-management skills
- Flexibility to adjust to new tasks if company or office needs change
- Empathy, emotional intelligence, and a passion for people
Occupational Demands:
Work is performed in an office environment with exposure to electrical office equipment. Occasionally sits for 2-4 hours per day. Repetitive hand movement of both hands with the ability to make fast, simple, repeated movements of the fingers, hands, and wrists. Ability to make precise coordinated movements, of the fingers to grasp and manipulate objects. Occasionally walks. Occasionally bends and twists neck and waist. Light to moderate lifting and carrying objects with a maximum lift of 50lbs. Performs repetitive tasks by following a set of written or oral instructions/procedures. Works independently of others when performing duties.
The estimated pay scale for the Senior Office Manager role based in San Carlos, CA, is $38.50 to $48.00 per hourly rate. Additionally, the position is eligible to participate in up to 5% of the company bonus pool. We offer a wide variety of benefits including, but not limited to: Medical, Dental, Vision, PTO, up to 5% 401(K) match and tuition reimbursement. Final compensation packages will ultimately depend on education, experience, skillset, knowledge, where the role is performed, internal equity and market data. We are committed to offering our employees opportunities for professional growth and career progression.