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.