COMPANY DESCRIPTION

Charter Research is a highly experienced and quickly growing clinical research company, based in The Villages and Orlando, FL that is looking to add to our team to help us fulfill our mission of discovering future medicines. Our company is locally owned and prides itself on providing exceptional patient experience to our participants, as well as offering agile recruitment strategies to our sponsors. Above all, we are a team, and we are seeking the right team member to add to our foundation in Orlando.

POSITION OVERVIEW

The Office Manager coordinates and performs a diverse set of tasks, supporting both staff and property, to ensure Charter Research and its facility meet a high standard of professional presentation for patients and to ensure the facilities, equipment, and supplies are maintained in professional working order so staff can focus on their work of recruiting and caring for patients and collecting high-quality data.

RESPONSIBILITIES

1. Ensure that the building, grounds, equipment, and supplies are maintained and serviced.
2. Prepare and schedule preventive maintenance for building, office, and clinic equipment, and schedule repairs as needed.
3. Receive, manage, and process work order requests; ensure problems are resolved quickly.
4. Ensure safety standards are followed throughout the facility.
5. Prepare, negotiate, analyze, and review contracts for office equipment, supplies, materials, services, and products for approval by Site Director.
6. Identify opportunities for improved efficiencies and/or cost savings and recommend policy or process changes as appropriate.
7. Oversee the acquisition, distribution, and storage of company supplies.
8. Receive, sort, and distribute mail and packages.
9. Provide cleaning and maintenance support when needed.
10. Act as a liaison between team members and outside contractors to resolve specialized problems.
11. Plan and coordinate staff events collaboratively with Human Resources or other team members as assigned.
12. Supervise and direct Patient Care Coordinators and ensure tasks are completed in a timely and effective manner.
13. Assist Patient Care Coordinators with their assigned duties during lunch periods and absences.
14. Develop and implement office standards by setting up procedures to guide the operation of the office.
15. Assist with special projects as needed, and perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; coaching and mentoring employees; addressing complaints and resolving problems. Responsible for the overall direction, coordination, and evaluation of the assigned department(s).

KNOWLEDGE, SKILLS, AND ABILITIES

1. Meticulous about organization and cleanliness, with high standards for quality, professionalism, and aesthetic presentation.
2. Excellent organizational and time management skills with a proven ability to meet deadlines.
3. Ability to perform well in a fast-paced environment.
4. Strong interpersonal skills, business sense, and professionalism to communicate with all levels of management and staff.​​​​​​
5. A creative mind with an ability to suggest improvements.
6. Excellent verbal and written communication skills.
7. Proficient with Microsoft Office Suite; strong computer, technology, and office equipment skills.
8. Excellent interpersonal and customer service skills.

QUALIFICATIONS

Language

1. Fluent in both English and Spanish. (Required at Orlando location only.)

Education

1. High school diploma or equivalent required.
2. Bachelor’s degree or Associate’s degree in office administration or related field preferred.

Experience

1. At least three years of administrative and clerical experience required.

PHYSICAL REQUIREMENTS

1. Prolonged periods of sitting at a desk and working on a computer.
2. Must be able to lift up to 25 pounds at times.

Charter Research provides equal employment opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws.