Office Manager (USA) Vacancy
An exciting opportunity has arisen to run a successful well-established international distribution office for the rapidly growing life science reagents manufacturer Hello Bio.
In this role you will be responsible for all aspects of running the office in Princeton. You will be recruiting for and managing a small team in order to implement customer service and logistics activities for international customers. Responsibilities will also include fulfilling H&S requirements as well as ensuring that the US company’s legal and financial documents are filed in good time.
Supported by friendly experienced UK staff and by external professionals as required you will be aiming to expand and develop our US office to keep up with customer demand.
The position will be ideal for a bachelor’s level (or higher) candidate with an interest in business, marketing and customer service. Because of the nature of our business a background in life science (pharmacology, physiology, biochemistry, biomedical or related) would be beneficial although not essential.
We are looking for a self-motivated problem solver with a strong attention to detail, good teamworking skills, and a flexible, can-do approach. Competencies in using Microsoft Office Word, and Excel are essential. This is a responsible, stimulating and rewarding role that will have a direct impact on scientific research around the world. You will receive a generous salary, healthcare, flexible working and international travel opportunities, and full training.
Hello Bio is a fast-growing manufacturer and supplier of high quality research reagents to universities and pharmaceutical company customers. With an excellent reputation for quality, the Company’s products are used to further scientific research worldwide, in areas such as Alzheimer’s Disease, cancer, neuroscience and more.
The full role description is appended below. To apply, please submit your CV and full covering letter stating why you think you are suited for the role via Indeed.com:
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Role Description
LOCATION: Princeton, NewJersey, USA
JOB TITLE: US Office Manager
MAIN PURPOSE OF JOB: Responsibility for the management of the Hello Bio US office along with its staff and operations. Responsible for customer services and order fulfilment for customers in the US, South America, and Canada.
RESPONSIBLE TO: CEO
RESPONSIBLE FOR: Office staff and business operations
MAIN DUTIES:
Customer Service
- To manage the Customer service team to ensure the highest standards of customer communication, customer care & accurate order processing, in line with departmental KPIs, and the Hello Bio brand.
- To continually evaluate, make recommendations and improve processes and systems to enhance the customer journey, and improve efficiencies within the customer service team.
- To ensure procedures and system are in place to monitor service levels, and continually develop and improve these systems.
- To ensure compliance with all customer service-related legal requirements, including but not limited to: the shipping of goods, record keeping, and the reporting of suspicious transactions to the relevant authorities.
- To assist in registering the company on relevant purchasing systems where required.
- To liaise and help manage relationships with international distributors.
Product Inventory Management
- Responsible for ensuring product stock inventories are maintained appropriately.
- Responsible for maintaining adequate stock levels in order to fulfil customer demand.
- Responsible for all product related packaging, ensuring compliance with any shipping, legal or health and safety regulations, and corporate brand identity.
- To actively and continually seek to improve stock management systems and procedures, investigating and utilizing new technologies as required.
Logistics
- Ensure the smooth and efficient fulfilment of customer orders by improvement, creation and implementation of systems and technologies as appropriate.
- Keep up to date with shipping rules and regulations for domestic and international shipping of our products. Regularly review shipping costs (against competitors, and to assess financial impact), and make recommendations accordingly.
- Liaise with couriers and suppliers to negotiate and obtain cost-effective contracts
- Organize, optimize, and manage product packaging facilities to enable rapid and high-quality packing.
- Regularly review performance of department with customer satisfaction in mind.
Legal: Data Protection, Health and Safety, Import Export
- Working with external consultants, take overall responsibility for ensuring that all US office practices adhere to legal requirements, including but not limited to: Corporate Law, GAAP, Health & Safety, Employment Law, Data protection and Import/Export Laws
Financial
- Produce US office P&L and annual budgets (in liaison with other departments) for the year and update on a quarterly basis.
- Produce US cash forecast (in liaison with other departments) for the year and update on a quarterly basis.
- Ensure that the correct US financial records are being kept by the company and to present the US company accounts to the board of Directors
- Liaise with accountants, Directors and management to organize and optimize US accounts and reporting so that they fulfil company requirements as may change from time to time.
- Prepare reports for the board of directors to accurately describe the US company’s financial position and to identify any issues that need to be addressed.
- Report in a timely fashion any major financial issues or irregularities
- Provide accountants with information for them to prepare annual accounts
- Develop and deploy procedures to improve and facilitate book-keeping functions: purchasing and receipt, payment of suppliers, control employee expenses, collection of debt, repayment of loans
Team Management
- To manage office staff
- To carry out regular performance reviews of employees.
Reporting
- Report on and communicate departmental performance when required and at company meetings.
- Report the progress and outcomes of any initiatives and strategies that have been undertaken.
- Report performance against agreed KPIs when required.
Person Specification
Qualifications/Experience
- Educated to equivalent of Bachelor’s degree or equivalent experience is desirable
- Experience, background, or education in a life science (pharmacology, physiology, biochemistry, biomedical or related) is desirable though not essential.
- MBA or equivalent qualification or experience is desirable though not essential
- Team management experience is required
- Excellent communication skills, both written and spoken English.
- Competent IT skills, including the ability to use Microsoft Office software such as Word, Excel, and PowerPoint. Training in company specific software and databases will be provided.
- Excellent interpersonal, time management, organizational, decision making, problem solving, negotiation, and communication skills
- Excellent analytical skills
- Passport and full driver’s license
Personal Qualities
- Ability to work at a high level in keeping with a Manager’s role
- Self-motivated and ability to work on own initiative
- Ability to lead others and to work effectively within a small team.
- Ability to analyse and evaluate own performance
- Ability to problem solve
- Willingness to learn and develop
- Calm under pressure
- Flexibility – to work within other departments, and to take on other roles as required to grow the business.
- Friendly, outgoing disposition
- Strong attention to detail and the ability to work to set deadlines.
Special Conditions
- As attendance at the UK Headquarters, and conferences may be required, the role will require national and international travel from time to time.
- It is expected that the post-holder will continually maintain and update the necessary skills to carry out the role
- This job description is not exhaustive and will be reviewed from time to time and amended by mutual agreement. There will be an annual job appraisal to review progress, job description and performance against objectives.
To apply, please submit your CV and full covering letter stating why you think you are suited for the role below: