Office Operations Specialist

Job Description

ABOUT JOB

Our client is has an opening for an Office Operations Specialist .

This role requires a highly organized, proactive professional with strong administrative, operational, and coordination skills, capable of supporting executive leadership, managing facility operations, and navigating multiple priorities within a fast-paced creative environment. The Office Specialist ensures that the facility and its personnel are fully equipped with the tools, resources, and environment necessary to perform at the highest level. This includes ownership of all aspects of facility upkeep, supply management, and employee resource needs.

Administrative Support to Senior Leaders

• Manage complex calendar coordination
• Oversee post-travel expense organization and submission, ensuring accuracy, compliance, and timely processing
• Prepare and submit expense reports for the Vice President and Senior Director
• Coordinate trade show appointments and manage entry logistics as required
• Maintain organized filing systems with strict adherence to data integrity, security, and confidentiality standards
• Identify, assess, and resolve potential scheduling conflicts, operational risks, and preparation gaps to support seamless execution and continuity

Facility Management

• Oversee equipment maintenance programs and coordinate with contractors and service providers, including scheduling and payment processing, in coordination with Health & Safety and Facilities department
• Supervise and direct cleaning personnel to ensure consistent standards of cleanliness, organization, and facility presentation
• Coordinate waste management and disposal processes, including chemicals, hazardous materials, paper products, lab coats, and other shop-related materials, ensuring proper handling and compliance
• Maintain vendor relationships, including contracts, contact information, and billing for external suppliers and research and development resources
• Coordinate deliveries and appointment scheduling in alignment with building management and Facilities teams
• Manage conference room approvals, scheduling, and ongoing upkeep to ensure availability and readiness
• Oversee the general upkeep and presentation of shared spaces, including pantry areas, cleaning standards, and overall workspace organization

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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