Office Coordinator & Administrator (Contract)

Department: General & Administrative

Be Bio is seeking a dynamic receptionist and office administrator to join our team! We’re looking for someone incredible to support our growing organization with general office management, administrative support, and make a big impact across the company. The ideal candidate will be detail oriented, adaptable, personable, and excited to learn new skills while also bringing their own authentic spin to the role. This is an exciting opportunity to be part of a foundational team and help build Be Bio!

This role will partner with the Office Manager and help a growing company stay organized and innovative. This will be someone who can take ownership of the office environment while assisting with many different types of tasks. This position will have the ability to influence and support internal events, and plays a critical role in living out our culture and values.

Role & Responsibilities:

• Greet all visitors to the 3rd floor
• Manages the main phone line, answer calls, direct callers, provide assistance, and takes concise telephone messages;
• Helps with onboarding of New Hires;
• Maintains a tidy, welcoming, and comfortable environment in reception, the kitchen, the conference rooms, and all other common spaces;
• Maintains the inventory for office/kitchen supplies and ensure areas are well stocked;
• Manages conference room calendars
• Main point of contact for shipping (incoming/outgoing), coordinate scheduling of courier services, office related service requests, and overseeing mail pick up and distribution for the office (FedEx to remote employees);
• Coordinates and assist guests with requests & any IT setup for presentations/webinars;
• Schedules company meetings, recurring/standard meetings, events, etc. Work with meeting owners to reschedule any conflicts and track attendee list;
• Help organize gatherings and corporate events on-site as need (COVID-pending)
• Support company-wide Lunch & Learns & other Culture initiatives
• Procure supplies for office as needed
  • Manages office supply vendor relationships
• Printers – maintains toner and equipment, resolves any issues with vendor;
• Manage Galaxy security system (badge access)
  • Enter new employees
  • Manage lab access for existing employees
• Assist with lab materials procurement as needed
• Assists Office Manager, administrative and facilities staff, and other team members with special/ad hoc tasks that may arise from time to time.
• Other duties as assigned/needed

Preferred Experience, Education, and Specialized Knowledge and Skills:

Must thrive in a fast-paced, growing, and innovative environment where flexibility, resourcefulness, resiliency, and communication skills are key. Excellent interpersonal skills, ability to develop important relationships with your stakeholders, and being an all around good company citizen are essential.

• Minimum of High School Diploma; Associates Degree or higher preferred
• 1+ years of relevant experience highly preferred
• Detail-oriented with an ability to prioritize and toggle between competing work streams
• Communicate effectively and professionally both internally and externally
• Demonstrates initiative
• Excellent administrative and organizational skills
• Proficient user of MS Office (Excel, Word, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Excellent attention to detail and diligence in fast-paced, deadline driven environment
• Desire to learn and be a part of a fast-growing company/dynamic team