Office Operations Manager

ClinChoice is a global full-service CRO dedicated to professional development and providing an excellent work-life balance, with a quality-focused, collaborative “one-team” culture. We are looking for a dynamic person to join our in-house team as a Manager, Operations at Horsham, PA on a permanent basis.

Position Summary

• Oversee daily administrative and facilities operations, procurement and tracking of general office supplies, employee travel booking support, reception, visitor needs, etc., ensuring efficiency and compliance for smooth operations of Site[s].
• Manage and support administrative staff including training and evaluating team performance ensuring alignment with company objectives.
• Establish KPIs for administration & facilities management, workplace efficiency, and operational effectiveness.
• Prepare, analyse, recommend and monitor administrative budgets for the Site, ensuring cost-effective operations.
• Develop, enforce administrative policies, procedures to enhance efficiencies along with statutory and business compliance.
• Ensure that office facilities are well-maintained to meet the needs of colleagues at Site.
• Negotiate and manage contracts with office management related suppliers and service providers.
• Maintain accurate records related to office operations, including inventories and compliance documents.
• Ensure timely completion of domestic and international travel arrangements, including flight bookings, hotel accommodations, forex, visas, and transportation logistics for employees.
• Ensure required levels of hospitality are extended to visitors to the Site [Clients, global colleagues, auditors etc].
• Develop and implement security policies and procedures to safeguard employees, company assets, and confidential information. Ensure the health, safety & welfare of staffs at the designated Site[s] (fire drills, proper functioning of fire extinguishers, BCP, local safety laws and compliances etc, as may be applicable).
• Oversee housekeeping operations to maintain a clean, hygienic, and well-organized office environment. Coordinate with vendors, as applicable for quality service and issue resolution.
• Support office leasing contracts, service agreements, NDAs, vendor negotiations, and building management relationships; ensure periodic reviews are carried out on or before renewal of service level agreements.
• Oversee facility projects such as office expansions, relocations, and renovations.
• Mange performance of security agencies, if applicable for office security, access control, visitor management, and emergency response planning.
• Ensure accurate management of office access control systems, including employee ID issuance, visitor passes, and biometric/security protocols.
• Oversee incoming and outgoing courier services, ensuring timely and secure delivery of official documents and packages. Maintain tracking records and coordinate with courier vendors for efficient service.
• Maintain proper documentation for audits related to security, travel, vendor management, and facility operations.
• Plan and execute events, employee engagement activities, and administrative functions.
• Monitoring of physical access, agreements & contract in compliance with ISMS objectives.
• Be aware of PIMS policy & GDPR requirements.
• Wherever required data protection assessment to be done.
• Report to DPO if any security breaches.
• Aim towards achievement of PIMS & ISMS objectives.

Qualifications

• A bachelor's degree or equivalent in business administration or a related field is typically required; a master's degree may be an optional requirement.

• 8 years of proven experience in administrative management, preferably within a corporate service environment.

• Strong organizational, leadership, and communication skills.

• Proficiency in office software.

• Excellent verbal and written language skills in English.

Who will you be working for?

About ClinChoice

ClinChoice is a global full-service CRO specializing in clinical development and functional solutions for pharmaceutical, biotechnology, medical device, and consumer health companies. We have over 28 years of proven high-quality delivery and results across all our services with over 4,000 professionals in more than 20 countries across the Americas, Europe, and Asia-Pacific. We are on a mission to contribute to a healthier and safer world by accelerating the development and commercialization of innovative drugs and devices. Join our passionate team and make a meaningful impact on global healthcare!

Our Company Ethos

Our mission drives our culture: to contribute to a healthier and safer world by accelerating the development and commercialization of innovative drugs and devices. Our employees are the most valuable company asset and they are the fulcrum around which all ClinChoice activities are built and close management and training is the core instrument to develop and maintain highly-qualified personnel. The continuous training keeps the resources qualified in terms of competence and expertise and gives to all personnel the clear tools needed to manage both internal and client processes with the same methodology. The success of these core values is evidenced by our below industry average turnover rates. ClinChoice is an equal opportunity employer. We have based our success on attracting, developing, and promoting talent guided by diversity and inclusivity. Our employees come from very diverse backgrounds: gender, race, beliefs, and ethnicities. We recognize this is our strength and celebrate it.