Office Manager

Meet Life Sciences; Jersey City (NJ); On-site; USD 90,000 - 125,000; Full time

Job summary

Join a forward-thinking firm as a Manager of Office & Facilities Operations, where you will play a crucial role in creating a productive and welcoming workplace. This dynamic position involves overseeing daily office functions, managing vendor relationships, and ensuring compliance with health and safety regulations. You will lead initiatives to optimize office space and foster a positive culture while supporting cross-functional teams. If you are an organized and proactive leader passionate about enhancing workplace efficiency, this opportunity is perfect for you.

Qualifications

• 5-7+ years of experience in Office Management or HR support roles.
• Strong organizational and multitasking abilities.

Responsibilities

• Oversee daily office operations and vendor relationships.
• Coordinate office maintenance and safety protocols.

Skills

Office Management

Vendor Management

Project Management

Communication Skills

Problem Solving

Education

Associate Degree in Office Administration

Bachelor's Degree

Tools

MS Office Suite

HRIS systems

Job description

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We are seeking a dynamic Manager, Office & Facilities Operations to ensure the seamless functioning of our client's office environment. This role is pivotal in fostering a productive, efficient, and welcoming workplace by overseeing daily office operations, managing vendor relationships, supervising administrative staff, and supporting cross-functional teams including HR, Accounting, and Executive Leadership.

If you're a proactive, organized leader with a passion for creating smooth workflows and a positive office culture, this is the role for you!

Key Responsibilities

Office & Facilities Management

• Oversee all aspects of office operations, ensuring a safe, efficient, and well-supplied workplace for employees and contractors.
• Manage vendor relationships, contracts, and services for office supplies, maintenance, and facility needs—continuously evaluating cost-effectiveness and service quality.
• Coordinate office maintenance, safety protocols, and ensure compliance with health and safety regulations (including OSHA reporting).
• Lead office space planning initiatives in collaboration with leadership, optimizing office usage and attendance tracking.
• Act as Fire Warden, ensuring proper training and a strong safety culture.
• Serve as a Notary Public (NJ), providing notarization services as needed.
• Supervise and develop front office staff, including reception and temporary administrative support.
• Organize internal meetings, company events, and manage day-to-day office communications.
• Oversee incoming/outgoing mail, office correspondence, and ensure smooth coordination across departments.
• Process invoices, manage petty cash, and support expense reporting.
• Lead competitive bidding processes and negotiate vendor contracts (e.g., facilities, office services, supplies, travel accommodations).
• Assist with budget preparation and ongoing tracking of office operations expenses.
• Provide administrative support to accounting functions, including general accounts payable activities.

Cross-Functional Support

• Partner with HR on company events, employee programs, and other initiatives.
• Provide administrative assistance to executive leadership and various departments as needed.
• Enforce office policies while promoting a collaborative and positive work environment.

Qualifications

• Associate degree in Office Administration, Facilities Management, Business, HR, or related field required; Bachelor’s degree preferred.
• 5-7+ years of experience in Office Management, Facilities, Operations, or HR support roles.
• Experience in contract/vendor management and administrative operations.
• Prior supervisory experience strongly preferred.
• Notary Public certification (NJ) is a plus.
• Solid organizational, project management, and multitasking abilities.
• Strong communication, interpersonal, and negotiation skills.
• Ability to handle confidential information with discretion and professionalism.
• Proactive problem-solver with sound decision-making skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint); knowledge of HRIS systems is a plus.
• Familiarity with Accounts Payable processes.

Why Join?

You'll play a key role in shaping a productive, efficient, and engaging workplace environment. This is more than just office management—it's about creating the foundation for teams to thrive.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Biotechnology Research and Pharmaceutical Manufacturing

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