Manager, Office Operations Jobs

Syner-G BioPharma Group is an organization with roots to the Greater Boston area started by industry leaders in 2007 who saw a niche in the pharmaceutical consulting space and leveraged their subject matter expertise and industry knowledge to grow an organization through hard work, trusted relationships, a collaborative approach, and delivering best in class client services, growing the company and geographical footprint across the globe to be an industry leader in integrated biopharma consulting services across the CMC, Regulatory Affairs and Medical Writing verticals supporting small molecule, biologics and medical device development and delivery. Key principles of collaboration, a one team mindset, and benevolence were not only the cornerstone of initial success, but also the culture that has been created since our founding, placing our people at the center of our company.

POSITION OVERVIEW:

Under the general supervision of the Chief Financial Officer (or TBD), the Manager, Office Services and Operations will have overall responsibility for all operations functions and operations staff across Syner-G's US offices, including Framingham, MA, Raleigh, NC and Boulder, CO. The Manager, Office Services and Operations will facilitate and manage the operations of all Syner-G offices to function smoothly and economically and is expected to creatively identify the needs of the office in alignment with the Company objectives. The Manager, Office Services and Operations is expected to work 80% in office, unless otherwise approved.

WORK LOCATION:

This Manager, Office Services and Operations is based in Framingham, MA and is eligible for hybrid work based on company requirements, with a minimum in office-requirement of four days per week and could increase from time to time.

JOB FUNCTIONS:

(This list is not exhaustive and may be supplemented and changed as necessary.)

• Establish and monitor all aspects of the Framingham office’s operations such as office budget, catering, space planning, reception, office services, mail, office maintenance, repairs and maintenance, security and supplies. The Manager, Office Services and Operations will need to collaborate with all functional leaders to achieve both local and companywide objectives.
• This is a working supervisor role. The Manager, Office Services and Operations will supervise, as well as assist with, different operations functional areas and is expected to understand each role to include all responsibilities including:

Administrative

• Manage and coordinate business card orders
• Provide on the ground support and collaborate with other Admin functions as appropriate
• Attend and take meeting minutes for Commercial Scientific Advisory Board (CSAB)
• Lead, manage and be responsible for ESG initiatives and serve as ESG expert for related RFP inquiries

Event Management, Engagement, and Catering

• Works with the HR team to foster a cohesive culture for the organization.
• Responsible for delivering companywide engagement strategies at both the corporate level and local level through local team - contributing to our companywide initiatives by encouraging local participation, facilitating All-Hands Meeting management, hosting local Syner-G social events, holiday parties, executive leadership teams offsite and companywide meetings.
• Oversee catering and meeting management. Manage and oversee all office catering requirements; review and negotiate service agreements and annual budgets; oversee any catering and pantry requests and orders; ensuring that the pantry needs are balanced with budget constraints.

Financial Accountability

• Ensures monthly operational expense performance meet budgets. He/she should contribute to cost-effective management of Syner-G’s three physical office locations.

Functional Leadership

• Hold weekly one on one meetings with direct reports as well as hold weekly operations group meetings.
• Conduct performance reviews for direct reports.
• Create and implement development plans as well as provide mentorship to direct reports.
• Ensuring that the workload of direct reports is equitably assigned, reassigning work when necessary, and determining work priorities.
• Approving time off, keeping a record of leave for all direct reports, and arranging appropriate coverage.

Office Operations

Will supervise all Operations functions.

• Mail - Will be responsible for the maintenance, upgrade and configuration of all mail-related equipment, postage meters and other mailroom equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met; Sorts, screens, and distributes incoming and outgoing mail
• Space Management - Manage the process for employee office assignments, office moves, and visitor spaces; work closely with the HR team on logistical issues. Ensure appropriate space allocation. Arrange the setup of offices for new hires and other staff, partnering with IT. Ensure the general upkeep of shared office facilities such as halls, vents, reception areas, conference rooms, including the cleaning of carpet stains and wall marks.
• Purchasing - Oversee upkeep and accuracy of purchasing database, supply procurement and pricing, and will be responsible for all vendor coordination; will negotiate and adhere to vendor agreements; ensure all service level expectations are met; adhere to and enforce the Firm’s purchase policies.
• Technology – Working in conjunction with IT, maintain all technology and conference room equipment; possess baseline knowledge of office technology operational requirements.
• Digital Services - Will be responsible for the maintenance, upgrade and configuration of copiers, printers, scanners, multi-functional devices, and other reprographics and digital services software and equipment; will negotiate and adhere to vendor agreements; ensure all service level expectations are met.
• Facilities - Will work closely with CFO (or designate) to oversee the department, negotiate with vendors, and work directly with building management on any maintenance, or security related issues; will oversee the management of the Framingham office and work with direct reports in the oversight of all Syner-G physical locations

OTHER FUNCTIONS:

(This list is not exhaustive and may be supplemented and changed as necessary.)

• Other related duties and projects as required and assigned.
• Assist and collaborate with other departments as needed to complete special projects that involve the operations of the Company.

QUALIFICATIONS AND REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education, experience, skills, knowledge and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education:

Bachelor’s degree is required.

Experience:

Minimum five to seven years of Office Manager or related experience

Knowledge, Skills and Abilities:

• Flexible and available to work additional hours as required.
• Strong organizational skills, interpersonal skills, and attention to detail.
• Must have a valid driver’s license.
• Strong computer proficiency in the use of the MS Office Suite of software, document management, time entry and other law office software used by the firm.
• Ability to work effectively and proactively within a team environment.
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Proven experience in managing a team.
• Proven experience in developing staff.
• Strong time management skills; ability to work under pressure in a fast-paced environment, to coordinate multiple tasks concurrently, and to meet deadlines.
• Outstanding customer service skills, professional demeanor, discretion, and flexibility. Strong collaborator and communicator.

ESSENTIAL FUNCTIONS:

Physical Demands:

The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books and files weighing up to 25 pounds. and full water cooler bottles up to 45 pounds. The employee is occasionally required to stand, stoop or kneel. Specific vision abilities required by this position include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job, including moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain, typical for an office environment.

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER:

Syner-G BioPharma Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law. Syner-G BioPharma is an E-Verify employer.