Office Manager

VintaBio LLC.; Philadelphia (Philadelphia County); On-site; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking an Office Manager to streamline administrative functions and enhance office operations. This role involves greeting visitors, managing supplies, and coordinating meetings and events. The ideal candidate will possess strong interpersonal and organizational skills, ensuring a welcoming environment while supporting various departments. Join a dynamic team where your contributions will help foster a productive workplace. If you're detail-oriented and thrive in a fast-paced setting, this is a fantastic opportunity to make a significant impact in a growing company.

Qualifications

• Bachelor's degree required with 5 years of work experience.
• Strong organizational and communication skills are essential.

Responsibilities

• Greet visitors and register them in the system.
• Coordinate corporate lunches and assist with meetings.
• Manage office supplies and maintain inventory levels.

Skills

Attention to detail

Problem-solving skills

Interpersonal skills

Organizational skills

Communication skills

Confidentiality skills

Ability to manage multiple tasks

Education

Bachelor's degree

Tools

Microsoft Outlook

Job description

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Company Summary
VintaBio is a technology company focused on simplifying AAV and lentivirus production. Our custom research and development approach is designed to integrate into services, including platform bridging, GLP toxicology material, and GMP manufacturing. Our research core produces high-yield and world-class POC vectors. Through a comprehensive production workflow that utilizes VintaBio's proprietary cell lines and transfection reagents, we expedite the path to the clinic, offer more reliable manufacturing, and improve economics.

Title: Office Manager
Location: Onsite, Philadelphia PA

Position Summary
Reporting to the Controller, the candidate will be highly motivated and detail oriented. The Office Manager assists with numerous day-to-day administrative functions of VintaBio. They will organize office operations and support all groups when needed. They will consistently offer a friendly, engaging demeanor as the first line greeting to visitors.

Key Responsibilities
To perform in this position successfully, an individual must be able to perform each key responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• Greet all visitors to VintaBio and register them in the visitor system.
• Provide general support to visitors and escort them where needed through the facility.
• Complete office supply and snack purchases and maintain consistent appropriate inventory levels.
• Coordinate the ordering of corporate lunches and other meals in accordance with corporate policies.
• Assist in the planning of corporate meetings and company events (obtaining and organizing content, preparing slides, etc.).
• Assist in the registration of the company and/or employees at conferences, trade shows and other events.
• Coordinate with the IT department on all IT equipment purchases/returns related to new and departing employees.
• Work with Finance/HR on items related to the onboarding/offboarding of employees.
• Assist in the coordination of travel and the preparation of expense reports for employees.
• Assist in the organization of legal files, NDAs, MSAs and other legal documents.
• Coordinate and assist where needed for shipments and deliveries.
• Complete the three-way match of purchase orders, vendor bills and packing slips in the procurement system in a timely and accurate manner.
• Assist in tracking and maintaining metrics on orders in the PO system.
• Perform other related duties, as assigned.

Education and Experience

• Education: Bachelor’s degree required.
• Experience: 5 years work experience.

Knowledge, Skills And Abilities

• Attention to detail and problem-solving skills.
• Good interpersonal, organizational and communication skills.
• Strong confidentiality skills.
• Ability to manage multiple tasks at the same time and meet tight deadlines.
• Proficient in the use of PC programs such as Outlook and other PC-based training applications.

Physical Requirements

• Ability to lift and carry up to 15lbs.
• Ability to sit and stand for extended periods.

Work Environment

• VintaBio’s office is located in the Navy Yard, in Philadelphia PA 19112. This role requires being onsite five days a week during core business hours to ensure smooth operations and consistent support across departments.
• General hours for this position are 9:00 am to 5:00pm, Monday through Friday.
• Flexibility with hours may be necessary, as workloads and demands can fluctuate with the business’s growth and operational needs.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative