Office Manager

Planet Pharma; Novato (CA); On-site; USD 28,000 - 41,000; Full time

Job summary

Planet Pharma in Novato, CA seeks an experienced Office Manager to ensure smooth daily operations and a safe, organized work environment. You will be the primary liaison with service providers, vendors, and consultants, handling communications, scheduling, and facilities coordination.

The role requires strong attention to detail, professionalism, and the ability to multitask across HR support, onboarding assistance, and office administration in a fast-paced biotech setting.

Qualifications

• Bachelor’s Degree and a minimum 5 years of administrative support experience preferred.
• Experience in pharmaceutical/biotech industry is a plus.
• Excellent oral and written communication, attention to detail, and strong organizational skills.
• Excellent interpersonal and collaboration skills; self-starter and flexible.

Responsibilities

• Serve as the primary point of contact for visitors and vendors, ensuring a welcoming and professional first impression.
• Manage incoming calls, triaging inquiries, and routing calls to relevant staff.
• Coordinate weekly site lunches and ad hoc meal orders while meeting dietary needs.
• Act as Culture Ambassador by organizing site events in collaboration with events teams.
• Manage incoming/outgoing packages and regular mail.
• Coordinate with Facilities to address maintenance requests and landlord communications.
• Maintain file organization for projects and office files, both paper and digital.
• Maintain security access database, keys, and office access cards.
• Provide HR support and onboarding monitoring to ensure positive employee experience.

Skills

Excellent communication

Attention to detail

Organizational skills

Interpersonal skills

Self-starter

Flexible attitude

Education

Bachelor’s degree

Tools

Windows OS

Outlook

Word

Excel

Job description

Target PR Range: 20-30/hr

JOB DESCRIPTION

Summary –(Briefly summarize the overall purpose of the position. This should be no longer than 3-4 sentences):

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 –(Describe the primary duties and responsibilities of the job. Approximately 8-10.):

·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 with the UltraFun and Events team to foster employee engagement.

·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– (List the education and experience required to perform the primary responsibilities of the job. Also include certifications, special skills, licenses, and travel requirements.):

·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