Manager, Office Operations

Biotechnology Innovation Organization (BIO) is the world’s largest advocacy association representing member companies, state biotechnology groups, academic and research institutions, and related organizations across the United States and in 30+ countries. BIO members are involved in the research and development of innovative healthcare and industrial biotechnology products. BIO also produces the BIO International Convention, the world’s largest gathering of the biotechnology industry, along with industry-leading investor and partnering meetings held around the world.

Reporting to the Senior Director of Facilities Management and Internal Events, this role is responsible for ensuring optimal day-to-day operations, while providing superior employee and visitor experiences, within BIO’s DC office. The Manager, Office Operations, will oversee the facilities support team, monitor facility management processes, ensure consistent application of office policies and procedures and drive initiatives that enhance office efficiency and productivity.

This position requires a proactive, innovative individual who can anticipate operational needs and deliver solutions to ensure that BIO’s office space operates seamlessly for employees, members, visitors, and guests. The Manager, Office Operations will also play a key role in executing the facilities team’s mission of providing consistent, reliable, and top-notch service through forward-thinking initiatives and continuous improvement.

Primary Responsibilities

• Manage the daily operations of BIO’s office environment to ensure facilities are organized, functional, safe, and maintained to a high standard. 
• Provide day-to-day direction and support to office operations and facilities to support staff. 
• Help assign tasks, monitor service levels, provide coaching, and support team accountability while supporting Senior Director on staffing priorities, performance feedback, and training needs.
• Serve as a primary day-to-day contact  for property management, vendors, and service providers related to office operations and facilities requests.
•  Oversee the readiness, cleanliness, and functionality of conference rooms, meeting spaces, and shared office technology. 
• Manage office inventory processes, including supplies, furniture, equipment, consumables, and other workplace resources. Track usage, maintain appropriate stock levels, coordinate ordering within approved budgets, and identify opportunities to improve efficiency.
• Partner with Senior Director on budget planning, larger purchases, cost-saving measures, and inventory management.
• Collaborate with event organizers and internal events team to ensure spaces are prepared according to reservation details, facility standards, and event requirements.
• Support the organization’s emergency preparedness, safety, and security procedures in coordination with the Senior Director and property management. Serve as a secondary point of contact during safety or facilities-related incidents, following established protocols and escalating decisions to the Senior Director.
• Handle urgent operational matters in accordance with established procedures and promptly escalate significant issues, emergencies, financial commitments, or policy decisions to the appropriate senior leader.
• Provide oversight of front desk operations to ensure BIO’s reception area is welcoming, professional, secure, and efficient. 

Qualifications

Education and experience

• High school diploma/GED required. However, bachelor’s degree in business administration, facilities management, hospitality management, or a related field preferred. Equivalent combination of education, training, and relevant work experience may be considered.
• Minimum of 3 years of experience in office operations, facilities coordination, workplace services, or a similar support function.
• Supervisory or team lead experience is preferred, including experience assigning work, coaching staff,monitoringservice levels, and supporting performance feedback.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA’s)

• Solid understanding of day-to-day office management practices, workplace services, conference room technology, and event setup/coordination.
• Strong organizational skills with the ability to plan, prioritize, and manage multiple priorities, deadlines, requests, and interruptions throughout the day. 
• Meticulous attention to detail in ensuring smooth office operations and event execution.
• Exceptional verbal and written communication skills with the ability to interact professionally with all levels of staff, external vendors, and guests.
• Proficiency with Microsoft Office Suite (Teams, Word, Outlook, Excel, PowerPoint) and standard office equipment.
• Familiarity with facilities ticketing systems, visitor management platforms, room reservation systems, inventory tracking tools, and basic AV equipmentis preferred.
• Ability to handle sensitive information, workplace concerns, visitor issues, and operational matters with professionalism, discretion, and confidentiality. 
• General knowledge of workplace safety, emergency preparedness, security procedures, evacuation protocols, and incident response support. Ability to follow established procedures and assist with drills, communications, and emergency readiness activities.

Physical requirements

• Ability to work on-site as required to support daily office operations, meeting and event needs, vendors, front desk coverage, and facilities issues. Must be able to move throughout the office, inspect spaces, coordinate room setups, and lift tor move light office supplies and materials as needed, with or without reasonable accommodation.

This job description is not intended to be all-inclusive, and responsibilities can be expected to evolve over time to meet changing business needs. The employee may be required to perform other related duties to meet these needs. While BIO’s intent is always to be clear and transparent about the expectations of this role, this job description may be reviewed and updated accordingly with or without notice. BIO is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.