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Office Manager & Administrative Assistant

Reading, PA
Role Description

As Office Manager & Administrative Assistant, you will manage a wide range of support functions in a fast-paced, growing environment. You will be responsible for office management (35%), reception services (35%), and administrative support (20%). You will be a key member of our Portland team and will need to be organized, proactive, and resourceful with a high level of professionalism and attention to detail.
  • Reports To: Plant Manager
  • Location: ByHeart Reading Facility (BlendHouse Reading, 61 Vanguard Dr, Reading, PA 19606)
  • Start Date: ASAP

Role Responsibility
  • Office Management
  • Purchase and organize all front office supplies, inclusive of stocking all PPE (scrubs, hair nets, gloves, etc.), breakroom, bathrooms, and office stationary
  • Manage supply inventory, ensuring no outages of key materials
  • Receive, maintain, and keep track of new and unused IT equipment and supplies (such as laptops, monitors, iPad, accessories, toner, etc.)
  • Monitor conference rooms' functionality and report any issues to IT, assist with basic troubleshooting
  • Maintain a welcoming and tidy environment throughout the front office area
  • Manage all office vendors and maintain accurate vendor files, and manage budgets and documentation for all office supplies (35%)

Reception Services (35%)
  • Receive visitors, ensure sign in process and GMP trainings are completed, assist all visitors through shoe change station
  • Track and manage visitor schedules, maintain and communicate visitor schedule to plant leadership
  • Answer main office phone line, distribute messages as needed
  • Answer front door, and ensure all security procedures are accurately followed
  • Receive, distribute, and store all front office packages in a timely and organized fashion

Administrative Support (25% )
  • Support key business meetings and visitors such as FDA - order meals, book travel, set up conference room, host visitor breaks, take meeting minutes, and prepare tours
  • Provide high-level administrative support and scheduling assistance to the Plant Manager and/or senior leadership team
  • Organize meetings, including scheduling, sending reminders, and organizing catering when necessary
  • Acts as a liaison between Plant Manager and corporate team
  • Support people initiatives as needed, including coordination and planning of company events
  • Maintain comprehensive and accurate records.
  • Other duties as assigned

Skills & Qualifications
  • High school diploma or equivalent.
  • At least four years of related experience required, experience in manufacturing or regulated industries a plus
  • Excellent verbal and written communication skills.
  • Personable and calm, and the ability to effectively interface with multiple stakeholders.
  • Ability to make decisions in a fast-paced, changing environment, and anticipate future needs.
  • Self-starter, with excellent organizational skills and exception attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Must be extremely proficient with Microsoft Office (including Word, PowerPoint, Excel, Outlook, and Publisher) with the ability to learn new or updated software.