Office Experience Coordinator

avidbio; Tustin (CA); On-site; USD 291,000 - 371,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) matching

Paid time off

Job summary

Avid Bioservices in Tustin, CA is seeking an Office Assistant to provide administrative, front desk, and facilities support for daily operations. You will assist with office procedures, coordination of meetings, vendor interactions, and employee engagement while upholding a welcoming, well-organized workplace.

The role emphasizes teamwork, professional communication, and reliability in a fast-paced corporate environment. Onsite hours are Monday–Friday with potential overtime.

Qualifications

• Associate degree or equivalent work experience preferred.
• 1–3 years of experience in office administration, customer service, workplace operations, or a related role.
• Experience supporting a corporate office environment preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Customer-service-oriented with a professional demeanor.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and follow-through.
• Ability to work independently while coordinating with the Office Manager.

Responsibilities

• Provide day-to-day administrative support to the Office Manager and office staff.
• Assist with maintaining office procedures, records, and filing systems.
• Support office communications, announcements, and distribution of information.
• Order, receive, stock, and organize office and breakroom supplies.
• Maintain office supply inventory and notify the Office Manager of replenishment needs.
• Assist with workspace setup for new hires, employee moves, and office reconfigurations.
• Support scheduling and coordination of conference rooms and meeting spaces.
• Serve as a primary point of contact for employees, visitors, clients, and vendors.
• Ensure reception areas, conference rooms, breakrooms, and common areas remain clean, organized, and stocked.
• Assist with meeting room setup, catering coordination, and event preparation.
• Support executive and client visit logistics as directed by the Office Manager.
• Help maintain workplace standards that promote a positive employee and guest experience.
• Assist in submitting, tracking, and following up on facility service requests.
• Monitor office areas and report maintenance, safety, or housekeeping issues to the Office Manager.
• Coordinate vendor access and escort vendors when required.
• Support routine workplace inspections and identify areas requiring attention.
• Help coordinate furniture moves, workstation setups, and office adjustments.
• Support preventive maintenance activities by coordinating communications and access as needed.
• Partner with Facilities, IT, and EHS teams to facilitate timely issue resolution.
• Assist with scheduling vendor services, including janitorial, landscaping, pest control, and office equipment maintenance.
• Track completion of vendor work and elevate concerns to the Office Manager.
• Help collect vendor documentation, certificates of insurance, and service reports.
• Support procurement activities and office-related purchasing requests.
• Assist with processing invoices, purchase requisitions, and purchase orders.
• Maintain records related to office expenses and supply purchases.
• Help reconcile office supply orders and deliveries.
• Research products and obtain vendor quotes when requested.
• Assist with onboarding logistics, including workspace preparation, supply coordination, and employee welcome activities.
• Support employee engagement and workplace events.
• Promote workplace organization, cleanliness, and professionalism.
• Assist with logistics for meetings, training sessions, employee activities, and special events.
• Assist in maintaining workplace signage, safety supplies, and emergency information.
• Support safety inspections, audits, and workplace readiness activities.
• Report safety concerns or facility deficiencies EHS.
• Help maintain emergency contact lists, evacuation maps, and workplace communication materials.
• Support adherence to company policies and workplace procedures.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Microsoft Office

Education

Associate degree or equivalent

Tools

Microsoft Office

Job description

Avid Bioservices in Tustin, CA is seeking an Office Assistant to provide administrative, front desk, and facilities support for daily operations. You will assist with office procedures, coordination of meetings, vendor interactions, and employee engagement while upholding a welcoming, well-organized workplace.

The role emphasizes teamwork, professional communication, and reliability in a fast-paced corporate environment. Onsite hours are Monday–Friday with potential overtime.