Office Manager

Office Manager

Job Summary

Our busy, rapidly growing, get-it done, research-focused office needs a professional, adaptable, reliable, efficient, and well-organized Office Manager to handle our growth and day-to-day operations. The Office Manager will be responsible for overall front office operations, facilities, IT, and other activities as needed. The Office Manager must be extremely well-organized and solutions-oriented. The role will be a highly visible role supporting all team members across the company, to deliver high quality support and services as we grow our company. The ideal candidate will be energetic, process-oriented, efficient, a relationship-builder, and highly motivated to exemplify Cyteir’s values. This position will include advancement opportunities for the right candidate as well as full benefits and incentive stock options.

Job Responsibilities

Operations:

  • Manage the day-to-day operations of the office
  • Ensure reception, office, and workspace environments are kept clean, organized, stocked, and secure
  • Greet visitors and manage visitors’ access to the facilities and logistics of entry and exit
  • Identify and troubleshoot office issues and escalate to the appropriate teams as needed
  • Maintain office supplies inventory
  • Support accounting with PO creation, coding, and expense tracking as needed
  • For certain projects, maintain an organized system of the digital records in project tracking tools

IT:

  • Be liaison between IT vendors and staff
  • Manage company phone system – assign phone numbers to new hires, order equipment, etc
  • Ordering, order fulfillment, and maintaining inventory of computer software and hardware
  • Create and maintain asset inventory for all capital equipment and furniture

Facilities:

  • Manage and coordinate building and non-lab equipment service contracts and maintenance/repairs
  • Manage space planning requests – new hire offices, meeting room reservations
  • Manage furniture and office equipment requests and changes
  • Manage any tenant improvement projects, buildouts, moves to other facilities
  • Provide shipping and receiving support– overnight shipping packages, courier services, etc.
  • Partner with property management to address building related matters (alarms, utilities, etc)
  • Safety coordinator for emergencies

Administrative:

  • Calendar Management – cschedule meetings, support staff with administrative matters, help with travel, set up meeting arrangements for visitors
  • Room set up for in-house and off-site meetings – BOD, investors, bankers, other guests
  • Develop and maintain organizational procedures and systems for the company including filing systems, archiving of key documents and business operations
  • Assist with other administrative duties as needed

Human Resources:

  • Support new employee recruiting: help post job roles, actively work with recruiters, and schedule candidate interviews; greet and escort candidates to in house interviews, set up meals if needed
  • Support new employee onboarding ensuring a seamless employee on-boarding experience

Qualifications

  • Associate degree required (B.A. or B.S. preferred)
  • 3+ years of administrative experience
  • Prior experience as an Office Manager
  • Proficiency in Microsoft Office suite
  • Experience with scheduling, budgeting and payroll
  • Advanced computer skills
  • Supply management experience
  • Excellent written and verbal communication skills
  • Comfort with fast-paced environment

Working Conditions

  • This is an office-based position. Travel will not be required
  • COVID vaccine and booster is required
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Position Overview

Title: Office Manager
Reports to: Markus Renschler, MD, CEO
Department: Executive Leadership
Status: Exempt
Location: Lexington, MA
Base: Office
Management Level: Individual Contributor

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