Office Manager & Workplace Experience Coordinator

Office Manager & Workplace Experience Coordinator

Emeryville, California, United States, Operations, Contract, Part Time, On site

Location: Onsite in Emeryville, CA.

Schedule: Monday through Friday, 9:00 AM – 2:00 PM (25 hours/week) 

This role reports to the Director, Quality and Operations.

Responsibilities

Workplace Administration & Pantry Management

• Supplies & Inventory Management: Monitor and maintain inventory for office stationery, day-to-day administrative consumables, and pantry supplies via Costco Business Delivery and Amazon.
• Catering & Lunch Administration: Oversee corporate meal platforms (Forkable, DoorDash) and executive catering, and monthly invoice reconciliation.
• Pantry Upkeep: Oversee daily breakroom presentation, weekly refrigerator cleanouts, and service schedules for commercial drinking water dispensers (Primo Brands™).

Facilities, Maintenance & Janitorial Coordination

• Property & Suite Maintenance: Serve as the primary on-site liaison for property management (Suite 100 maintenance) to resolve HVAC/thermostat issues, plumbing needs, and appliance repairs as needed.
• Janitorial Supervision: Coordinate and inspect custodial schedules, cleaning standards across office and common areas.
• Safety & EHS Support: Coordinate annual fire extinguisher inspections, schedule routine safety compliance visits, and process associated vendor invoices.

Front Desk, Guest Reception & Physical Security

• Guest Concierge: Welcome visitors, clients, candidates, and vendor personnel; facilitate on-site visitor Non-Disclosure Agreement (NDA) execution, scanning, and digital archiving.
• Access Control Administration: Administer the Avigilon Alta keycard and mobile access system, issuing digital credentials and physical badges to new hires, contractors, and visitors, and auditing permission groups.
• Mail & Parcel Logistics: Receive, sort, and distribute incoming mail and packages.

IT Hardware Logistics & Asset Tracking

• Hardware Asset Management: Track hardware assignments, serial numbers, and equipment allocations across our fleet using the central laptop inventory register.
• Onboarding & Offboarding Logistics: Partner with managed IT providers (FirmaTrust) to stage hardware for incoming hires, and coordinate return shipping, equipment intake, and credential deactivation for offboarding staff.
• Telecom & Workplace Systems: Support basic user provisioning, call routing, and extension maintenance in the Dialpad virtual phone system

People Operations & Talent Acquisition Support

• HRIS & People Administration: Assist HR by executing routine employee profile updates and basic recordkeeping in Rippling and NetSuite HR.
• Recruitment Operations: Support hiring managers, including interview scheduling, stage updates, and secure CV/resume file storage as needed.
• Culture & Team Events: Plan and execute monthly company-wide social gatherings, holiday celebrations, and milestone lunches, managing event budgets and vendor logistics.

Qualifications

• Relevant Experience: 3+ years of experience in office management, workplace operations, or administrative facilities coordination, preferably within a fast-paced biotechnology, life sciences, or high-growth startup environment.
• Systems & Technical Aptitude: Experience with workplace and business software, including access control, HRIS/ATS tools (Rippling, NetSuite, Greenhouse), and collaboration/telecom platforms (Dialpad, Slack, Google Workspace, Excel).
• Execution, Organization & Physical Requirements: High organizational acumen with the autonomy to troubleshoot facility issues independently, excellent interpersonal skills across executive and scientific teams, and the physical ability to lift up to 30 lbs for supply deliveries and event setup.

Impact of This Role

• Reduce backlogs and administrative overhead, allowing the core operations team to stay agile.

Salary:

The hourly rate range for this position is $38 - 50/hr, depending on job-related knowledge, skills, and experience.