What are the responsibilities and job description for the Office Administrator position at INCOG BioPharma Services?
Office Administrator Summary
The Office Administrator plays a critical role in creating a welcoming, professional, and seamless experience for employees, visitors, customers, and business partners across the organization. Serving as the first point of contact for INCOG, this position supports the day-to-day operations of the business from the front desk while helping foster a positive and engaging workplace culture.
The Office Administrator provides broad administrative and operational support across all departments, helping ensure efficient coordination, communication, and exceptional service throughout the organization. As the company continues to grow, this role will have opportunities to expand its impact by supporting strategic initiatives and key members of the Executive Leadership Team.
Front Desk & Visitor Experience
The Office Administrator plays a critical role in creating a welcoming, professional, and seamless experience for employees, visitors, customers, and business partners across the organization. Serving as the first point of contact for INCOG, this position supports the day-to-day operations of the business from the front desk while helping foster a positive and engaging workplace culture.
The Office Administrator provides broad administrative and operational support across all departments, helping ensure efficient coordination, communication, and exceptional service throughout the organization. As the company continues to grow, this role will have opportunities to expand its impact by supporting strategic initiatives and key members of the Executive Leadership Team.
Front Desk & Visitor Experience
- Serve as the primary point of contact for employees, visitors, vendors, candidates, and clients entering the facility
- Manage visitor check-in processes, badge creation, and adherence to site security procedures
- Answer and direct incoming phone calls, emails, and general inquiries in a professional and timely manner
- Maintain common areas, conference rooms, breakrooms, and front lobby spaces to ensure a professional and welcoming environment
- Coordinate office maintenance requests and partner with facilities, vendors, and service providers as needed
- Monitor and maintain inventory of office, kitchen, and workplace supplies
- Provide administrative support to leaders and functional teams as needed, including scheduling assistance, document preparation, data entry, and coordination of business activities
- Support onboarding activities by preparing workspaces, coordinating welcome materials, and assisting with new hire logistics
- Assist with company communications, employee recognition programs, and special projects
- Coordinate logistics for internal meetings, training sessions, customer visits, and company events
- Arrange catering, room setup, materials preparation, and visitor accommodations when required
- Excellent verbal and written communication skills
- Strong customer service mindset and professional presence
- Ability to manage multiple priorities in a fast-paced, high-growth environment
- Demonstrated proficiency with Microsoft Office 365, including Outlook, Teams, Word, Excel, and SharePoint
- Ability to exercise discretion and maintain confidentiality when handling sensitive information
- Minimum of 3 years of administrative, office management, workplace experience, or customer-facing support experience in a professional environment