Office Manager & Technology Specialist

PROMETRIKA is a full-service clinical research organization (CRO) with extensive experience in clinical operations, data management, biostatistics, medical writing, and pharmacovigilance. We’re driven by our passion for the human aspect of our work and our compassion for the people whose lives have been improved by the innovations we help bring to market. Our clients include national and international biopharmaceutical and medical device companies of all sizes.

RESPONSIBILITIES

The Office Manager & Technology Specialist has administrative responsibilities over PROMETRIKA’s office support functions and administrative procedures, creating and maintaining an efficient work environment.  Reporting into the Sr. Director, Technology, the Office Manager & Technology Specialist is responsible for the reception area oversight and administration, incoming office mail, facilities, vendor relationships and company event planning as well as for providing hands-on technology and infrastructure support to the organization, including personal computing and server, storage, telephony and facilities. 

Office Manager Responsibilities

• Responsible for greeting and supporting visitors upon arrival, and for upholding entry-requirements regarding any visitor details that need to be collected and/or documented (e.g., signing in to visitor platform, providing proof of identity if/as needed, signing-out of visitor platform, etc.), and notifying appropriate staff of visitor’s arrival
• Manage incoming and outgoing mail and shipping needs. Maintain FedEx account creating shipping labels and coordinating urgent delivery pick up needs
• Manage and organize the reception area to ensure effective telephone and mail communications both internally and externally to maintain PROMETRIKA’s professional image
• Coordinate necessary coverage for the reception desk to ensure it is consistent and someone is available when clients are onsite
• Maintain electronic and hard copy binder of office management procedures to ensure it is always up-to-date
• Responsible for the coordination of conference room and technology set up and catering orders for bi-weekly Leadership Team meetings, monthly staff meetings and client/visitor meetings that may take place on-site 
• Manage and maintain all catering vendor relationships, identifying new ones, as appropriate, with a cost-efficiency approach in mind
• Supervise the maintenance of office equipment, including copier, fax, etc., ensuring all facility contracts are current and meet PROMETRIKA’s requirements for coordinating /scheduling routine maintenance of the equipment
• Function as the point person for all operational office-related inquiries, plan and execute company and office-wide meetings
• Manage vendor relationships, and take ownership of sourcing various office resources
• Maintain common areas, printing areas, kitchens, and conference rooms in office to ensure stocked and clean
• Address employees’ queries regarding office management issues (e.g., stationary, hardware, travel arrangements, etc.)
• Liaise with facility management vendors, including cleaning, and security services
• Primarily liaison between building management and PROMETRIKA as it pertains to communicating building management updates and activities to PROMETRIKA staff
• Coordinate and partner with PROMETRIKA Technology Group (PTG) and HR in supporting all onboarding/offboarding activities, including but not limited to set up/break down of PCs, individual office space/desk area (e.g., organized desk, provide basic office supplies, etc.) ordering of business cards, building access cards, etc.
• Communicate and coordinate with employees with respect to maintenance of the general office environment
• Take initiative and find innovative solutions to improve efficiency of PROMETRIKA’s office operations; seek out opportunities to assist the PTG team
• Remain updated on technical and professional knowledge pertaining to office equipment and facilities
• Participate as needed in special projects as requested

Technology Specialist Responsibilities

• Tier 1 Support
  • Assist PTG with employees’ requests and log necessary tickets into the ticketing system, Kaseya
  • Resolve entry-level, tier-1 tickets, escalating as necessary in a timely manner
  • Daily communication with the team to ensure all tickets are being addressed promptly
• IT Systems and Desktop Administration
  • Assist with the provision of user accounts for systems
  • Assist in the creation of new employee kits 
  • Monitor, troubleshoot, and maintain the print environment
  • Troubleshoot desktop issues 
  • Participate in PTG projects as necessary
• Familiarity with desktop imaging 
  • Setup of new PC’s
  • Reimaging of old PC’s
• Validation documentation assistance
• Asset Management
  • Assist in maintaining an up-to-date inventory list of all company hardware and software
• Office Administration
  • Setup and troubleshoot equipment in conference rooms for meetings
  • Ensure proper operation of display and audio equipment
  • Assist with employee relocations
  • Interact with building management as necessary 
• Perform other duties as assigned

EDUCATION

• Bachelor’s degree or equivalent certification or experience 

EXPERIENCE

• Minimum of 5 years of prior experience in Office Management in a fast-paced professional services environment preferred 
• Demonstrated experience of efficient and effective vendor management
• Meeting management and execution experience required; management and execution of complex meetings preferred
• Hands-on experience with office equipment (printers, copiers, fax machines, etc.) required
• Previous experience in IT, customer service, or other related support role required

SKILLS

• Excellent time management skills and ability to multi-task
• Superior attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Exceptional interpersonal skills
• Proficiency with Microsoft Office suite, is required
• Familiarity with email scheduling tools
• Strong organizational and planning skills 
• Ability to work well under tight deadlines and maintain composure with a strong focus on customer service
• Ability to work independently and at times with minimal guidance
• Conform with the confidentiality requirements needed in a regulated research environment
• Previous experience in a life sciences environment preferred
• Familiarity with clinical research organizations a plus

PHYSICAL REQUIREMENTS

Incumbents generally must be able to, with or without accommodation, have the proficient use of both sensory perception/clarity and muscle control/coordination.  This may include vision (near, far, color, glare control), hearing (auditory attention, sound localization), speech, strength, agility, dexterity flexibility, steadiness or reaction time.