Office Manager

Company: PROCEPT BioRobotics
Location: Redwood City
Posted on: May 14, 2022

Job Description:

PROCEPT - BioRobotics is a surgical robotics company enabling better patient care by developing transformative solutions in urology. With an initial focus on BPH, the company's AquaBeam - Robotic System delivering Aquablation therapy, is the first FDA-cleared, automated surgical robot for the treatment of lower urinary tract symptoms (LUTS) due to benign prostatic hyperplasia (BPH). Aquablation therapy combines real-time, multi-dimensional imaging, automated robotics, and heat-free waterjet ablation for targeted, controlled, and immediate removal of prostate tissue. Aquablation therapy offers predictable and reproducible outcomes, independent of prostate anatomy, prostate size, or surgeon experience.

Summary

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The successful office manager is an energetic professional who wears multiple hats and is well organized, flexible, and enjoys the administrative challenges of supporting an office with diverse needs. This role is also responsible for the front office reception desk and creating a great experience for our visitors and employees as they enter our premises. This role will also be responsible for administrative support primarily for our Operations, Quality and Regulatory departments. You will also work closely with our Facilities team to tackle special projects and manage projects.

Office Management

CORE RESPONSIBILITIES (Other duties may be required as assigned)
Streamlining and documenting administrative procedures
Assist in managing relationships with vendors, service providers, and landlord and coordinate delivery of services and repairs as needed
Managing office supplies inventory and placing orders as necessary
Manage office food and snack service inventory and set up/ clean up
Performing receptionist duties such as greeting and directing visitors; maintain security by following procedures; monitoring entrants; issuing visitor passes as needed
Maintain safe and clean reception area by complying with procedures, rules, and regulations
Distribute incoming mail, make copies, scan, and file items as needed
Assist in planning and executing in-house or off-site activities such as parties, celebrations, and conferences
Receiving and sorting incoming mail and deliveries, and managing outgoing mail
Assisting with office layout planning and office moves
Scheduling group meetings, maintaining calendars, and doing research
Coordinating schedules, appointments, and bookings as requested
Ensure filing systems are maintained and current
Maintain and triage employee requests regarding the office, facilities, events, and more
Enforce and support COVID-19 safety workplace protocol

Administrative
Manage calendar for select leadership personnel
Manage business travel and expense reports for select leadership personnel
Schedule meetings and events
Maintain trained status for, and comply with, all relevant aspects
of the PROCEPT BioRobotics Quality Management System to ensure product and support regulatory compliance
Understand and adhere to the PROCEPT BioRobotics Quality Policy
Understand and adhere to the PROCEPT BioRobotics EHS Policy

QUALIFICATIONS (Education, Experience, Certifications)
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
Knowledge of Office Administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Hands on experience with office equipment (copiers etc.)
Must exhibit a high level of professionalism and sensitivity to confidential information
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Ability to effectively interact with personnel at all levels of responsibility
Strong organizational and planning skills
Punctuality and strong work ethic
A creative mind with an ability to suggest improvements
High School degree; additional qualification as an Administrative assistant will be a plus

Physical demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this duty the employee must have the ability to sit or stand at and operate a computer terminal and walk or travel safely within the facility. The employee may occasionally lift and/or move up to 50 pounds.
Work environment
This position is based 100% onsite in the office. While performing the duties of this job, the employee regularly works in an office environment.

COVID-19 Vaccine Requirement: PROCEPT BioRobotics employees must be vaccinated against the COVID-19 virus. The company will follow an accommodation process for medical or religious exemptions.

Keywords: PROCEPT BioRobotics, Redwood City , Office Manager, Executive , Redwood City, California