Office Support and Customer Facing Specialist

Job Description:
We are seeking a dedicated and highly organized Office Manager to join our San Diego team on a full-time basis. The ideal candidate will be responsible for overseeing the daily operations of our office, ensuring a smooth and efficient work environment. This role requires a proactive individual with strong leadership skills and the ability to manage multiple tasks simultaneously.

Responsibilities include:

1. Business Support

• Compiling MBO reporting and staff meeting presentations.
• Support Sales and FS teams by shadowing team members and identifying new support opportunities.
• Interface with several customers hosted at the office for all their facility needs.
• Support the Field Service team in tracking calibrations and spare parts.

2. Physical and IT Security & Business Continuity

• Identify and address gaps in IT Cyber Security Training, including contractors and temporary employees.
• Extend security training and testing to contractors to reduce risk and strengthen overall security posture.
• Oversee badge access management for visitors and permanent staff.

3. Internal Operations Audit

• Lead internal audit processes to ensure compliance and operational efficiency.
• Count and manage Customer Confidential Inventory and monthly reporting.
• Conduct quarterly EHS walkthroughs and follow through on action items.
• Engage in ISO9001 auditing and help align the San Diego site with QMS standards.

4. Safety Improvements

• Address critical safety issues, including replacing expired fire extinguishers, adding first aid kits, installing AEDs, and coordinating CPR/first aid training.
• Facilitate staff certification for forklift operation.
• Develop an Emergency Evacuation Map and collaborate on a site-wide EMG Evacuation Plan.
• Contribute to the creation of lab SOPs.

5. Shipping & Receiving

• Organize and improve warehouse operations and streamline shipping/receiving processes.
• Train/support staff on domestic and international MSRF shipping.
• Coordinate shipping/receiving appointments and forklift scheduling.

6. Facility Management

• Coordinate maintenance needs, submit and follow up on work orders, track energy usage, and ensure smooth facility operations.
• Track energy usage and manage related communications.

7. Vendor & Contractor Relations

• Manage relationships with service providers, schedule and oversee contractor visits, and verify completion of work orders.

8. Office & Workplace Oversight

• Maintain supply inventory, manage hot desk layouts, and ensure cleanliness and usability of shared spaces.

9. Employee & Visitor Support

• Serve as the point of contact for guests and employees, handle requests, and maintain a welcoming office environment.

10. Event Planning

• Organize team-building events, holiday celebrations, and customer/staff engagement activities.
• Offer administrative support to the Sales team, including event coordination and logistical support.