Office Manager overseeing operations and visitor experiences at Agility Robotics. Involves assisting employees, managing supplies, and supporting office activities in Fremont, CA.
About the role
- Office Manager at Insulet ensuring operational efficiency and managing office operations. Leading procurement, vendor operations, and supporting team logistics in a hybrid work environment.
Responsibilities
- Serve as the primary point of contact for all office operations, ensuring a productive and well-supported work environment.
- Own calendar management, meeting coordination, and travel logistics for leaders and project teams.
- Oversee office supply procurement, vendor relationships, and space planning to support evolving team needs.
- Lead internal communications for operational updates, team-wide logistics, and event coordination.
- Manage end-to-end procurement processes, including requisitions, purchase orders, and vendor onboarding using SAP or similar ERP systems.
- Track and reconcile blanket POs, monitor spend, and ensure timely delivery of critical materials.
- Coordinate the submission, tracking, and execution of NDAs, SOWs, and contracts through platforms like ZIP and Ironclad.
- Maintain accurate records and ensure compliance with document control standards, including change orders in PLM systems.
- Proactively manage approval workflows and escalate delays to ensure business continuity.
- Own recurring meeting room scheduling, conflict resolution, and space optimization in partnership with facilities teams.
- Support logistics for team meetings, workshops, and offsite events, ensuring a seamless participant experience.
- Lead onboarding logistics for new hires, including workspace setup, systems access, and welcome materials.
- Maintain and improve operational dashboards and trackers for procurement, contracts, and onboarding.
- Provide high-level administrative and project support to cross-functional teams and leadership.
Requirements
- Associate’s degree in Business Administration, Operations, or a related field—or equivalent experience.
- 4–6 years in office management, project coordination, or business operations, preferably in a high-growth or technical environment.
- Hands-on experience with SAP (or similar ERP), Ironclad, PLM systems, and Microsoft 365 (Outlook, Teams, SharePoint).
- Demonstrated ability to manage multiple priorities, track deliverables, and support cross-functional initiatives.
- Strong understanding of procurement, vendor management, and contract workflows.
- Excellent interpersonal skills and the ability to handle sensitive information with professionalism and confidentiality.
Benefits
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off (PTO)
- And additional employee wellness programs
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