Office Manager

The Steely Group; Novato (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

The Steely Group in Novato, CA is seeking an experienced Office Manager to oversee daily office operations, ensuring a clean, safe, and efficient work environment. You will liaise with service providers, vendors, and consultants while supporting HR onboarding and culture initiatives.

The role requires strong organizational skills, attention to detail, and excellent communication, with a proactive, self-starting attitude to maintain high standards of discretion.

Qualifications

• Bachelor’s Degree and a minimum of 5 years of administrative support experience.
• Pharmaceutical/biotech industry experience is a plus.
• Excellent written and verbal communication skills.
• Strong attention to detail and organization.
• Ability to multitask with discretion and confidentiality.

Responsibilities

• Serve as the primary interface with visitors, vendors, and consultants.
• Manage incoming calls and route inquiries to staff.
• Coordinate weekly site lunches and meals with dietary needs.
• Act as Culture Ambassador by organizing site events.
• Coordinate with Facilities to address maintenance and landlord communications.
• Maintain organized file systems for projects and office files.
• Provide HR support and onboarding assistance.

Job description

The Office Manager ensures smooth daily operations of the office environment, making sure employees have a clean and safe environment. This role serves as the primary interface between our company and its service providers, vendors, and consultants. This position requires great attention to detail, organization, and professionalism, and the ability to maintain an efficient business environment.

Responsibilities:

• Serve as the primary point of contact for visitors and vendors, ensuring a welcoming and professional first impression for the offices without on-site security.
• Manage incoming calls, triaging inquiries, and routing calls accurately and promptly to relevant staff.
• Coordinate weekly site lunches and ad hoc meal orders for meetings, ensuring timely delivery & set-up and that dietary needs are met.
• Act as Culture Ambassador by organizing and executing site events in collaboration
• Manage incoming and outgoing packages and regular mail.
• Ensure smooth daily operations of the office environment, making sure employees have a clean and safe office.
• Coordinate with the Facilities team to address maintenance requests, uphold cleanliness standards, and manage landlord communications to ensure operational continuity of the office.
• Manage facility service coordination including supply management, vendors, non-lab equipment upkeep, space planning, and office expansion efforts
• Maintain organized and accessible file organization system for projects and office files both paper and virtual that is accessible to the team.
• Ensure office and operations security by maintaining the security access database, file keys, access cards, and office keys.
• Provide Human Resources support and miscellaneous project support as necessary, ex: monitoring on boarding of new employees to ensure a positive employee experience

Requirements / Qualifications:

• Bachelor’s Degree and a minimum 5 years of previous administrative support experience preferred
• Previous experience in pharmaceutical/biotech industry is a plus
• Excellent oral and written communication skills
• High attention to detail and strong organizational skills
• Excellent interpersonal and collaboration skills
• Must be a self-starter and have a positive, flexible attitude
• Proficiency in Windows operating systems, Outlook, Word, Excel, and general office equipment
• Ability to multitask with several priorities and maintain a high standard of discretion and confidentiality
• Excellent communication and interpersonal skills
• Flexible, confident, and driven toward results