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Office Administrator

2 months ago

London, Greater London, United Kingdom Invicro, LLC Full time

Invicro, LLC is a leading translational imaging company that specializes in molecular and functional imaging studies to support medical and pharmaceutical research.

The Office Manager is a critical role for Invicro, LLC, responsible for the day-to-day smooth operation of the office and providing general administrative support to local Senior Management and other employees.

The key responsibilities of the Office Manager include:

  • Ensuring the day-to-day smooth operation of the office, including coordination of meeting rooms, catering, travel requests, and stationery orders.
  • Providing administrative support to local Senior Management and other team members, as required.
  • Representing the company professionally by acting as the first point of contact for external queries and ensuring visitors are welcomed and supported during their visit.
  • Providing administrative support to corporate departments, including HR and Finance.
  • Coordinating induction for external research collaborators, including managing induction days.

Office Coordination:

  • Screening all incoming calls and transferring them to the relevant staff or departments.
  • Coordinating meeting room bookings and arranging catering and refreshments for meetings.
  • Coordinating office desk allocations and providing support to employees for desk booking applications.
  • Monitoring stock levels and managing orders for all office supplies, ensuring costs are in line with the allocated budget.
  • Liaising with US counterparts to assist in coordinating visits to the London site for international Senior Leadership Team members and other visiting Invicro employees.

Administrative Support:

  • Assisting the V.P. Site Operations U.K. and Senior Leadership Team members as required.
  • Providing support to Senior Managers and other team members as required, including general administrative tasks, arranging travel, and scheduling meetings.
  • Taking minutes for key meetings, including the London Leadership Team meetings.
  • Providing administrative support to corporate functions, HR, and Finance, including producing and recording contractual documents for external collaborators and collating expense claims.

Customer and Visitor Relations:

Greeting visitors to the organization and supporting their needs during their stay.

Event Management:

  • Planning and managing local corporate events.
  • Leading in planning, promoting, and delivering site-wide social and charitable events and supporting employee engagement for the London site.

Employee Communications:

  • Sending out communications on behalf of the V.P. Site Operations U.K. when required.
  • Supporting Senior Management and HR in creating and executing messaging and ensuring employees are well-informed and have access to the information and resources they need.
  • Engaging with US counterparts to coordinate and support cross-company communications and team events.

The successful applicant should have excellent IT skills, including Microsoft Office, good communication skills, and previous office management experience.

Invicro, LLC is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.