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 administrative and physical tasks, with responsibility for:

A. Ensuring an exceptional patient experience with top-level customer service, and

B. Supporting Charter Research team members with well-run office processes, well-maintained

facilities and equipment, and well-organized supplies so that they can focus on their work of

recruiting and caring for patients and collecting high-quality data.

RESPONSIBILITIES

1. Supervise and direct Patient Care Coordinators to ensure exceptional patient experience and ensure tasks are completed in a timely and effective manner.
2. Assist Patient Care Coordinators with their assigned duties during lunch periods and absences.
3. Establish and maintain office processes and standards to guide the smooth operations of the office.
4. Maintain all aspects of the office – both facilities and equipment – in professional working order.
5. Ensure the office meets high standards for safety, comfort, beauty, cleanliness, organization, and professional presentation.
6. Schedule preventive maintenance for the building, office, and clinic equipment, and schedule repairs as needed.
7. Receive, manage, and process facilities requests, and ensure problems are resolved quickly.
8. Ensure the team follows safety, cleanliness, and organization standards throughout the facility.
9. Keep an appropriate inventory of supplies in a well-organized manner.
10. Oversee the acquisition, distribution, and storage of company supplies.
11. Review, negotiate, analyze contracts for office equipment, supplies, materials, services, and products for approval by Site Director.
12. Receive, sort, and distribute mail and packages.
13. Provide cleaning and maintenance support when needed.
14. Act as a liaison between team members and outside contractors to resolve specialized problems.
15. Identify opportunities for improved efficiencies and/or cost savings and recommend policy or process changes as appropriate.
16. Plan and coordinate staff events in collaboration with Human Resources or other team members as assigned.
17. Assist with special projects as needed, and perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

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

QUALIFICATIONS

Language

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

Education

High school diploma or equivalent required.

Bachelor’s or associate degree preferred.

Experience

At least three years of administrative experience required.

PHYSICAL REQUIREMENTS

1. Prolonged periods of sitting at a desk and working on a computer.
2. Prolonged periods of walking and moving.
3. Must be able to lift up to 30 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.