Office Manager

Reports to: VP, Head of Human Resources

Location: Plymouth Meeting, PA (HQ)

This role is 30 hours per week, onsite at HQ from Tuesdays to Thursdays (8 hrs./day) with the remaining 6 hours split evenly between Monday and Friday (3 hours each), remotely and/or on-site.

Company Overview:

Braeburn is dedicated to delivering solutions for people living with the serious consequences of opioid use disorder. At Braeburn, we challenge the status quo and champion transformation of the management of opioid use disorder (OUD) by partnering with the community to create a world where every person with OUD gets the best possible care and opportunity to reach their full potential. Our shared commitment to innovation on behalf of patients enables us to help people with OUD begin and sustain recovery.

At Braeburn, there are opportunities to contribute to our purpose every day. We value authenticity and strive to amplify all voices. Our culture empowers everyone to be successful and unleashes our full potential.

Position Summary:

The Office Manager will oversee and streamline all administrative and operational functions within the HQ office. This role requires a proactive individual who can manage vendor relationships, coordinate facilities and services, and ensure seamless support for Braeburn staff and leadership. Working closely with the HR team (primarily the Sr. Generalist, HR Operations) and the Finance team, the Office Manager will serve as the central point of contact for internal stakeholders, external partners, and service providers.

Specific Duties:

Vendor & Facilities Management

• Manage contract negotiations and facilitate the vendor onboarding process
• Facilitate work orders and maintenance with building vendors and property management
• Oversee vendor performance, renewals, and relationship management for professional services
• Review and approve vendor invoices, ensuring timely payment and budget compliance

Meetings, Events & Office Operations

• Coordinate reservations for meetings, events, and hotel accommodations
• Place and track daily lunch orders and catering for meetings and team events
• Maintain inventory and process orders for office supplies, ensuring cost-effective purchasing
• Sort incoming mail, prepare outgoing shipments, and manage courier services

IT & Systems Support

• Support IT onboarding for new hires, including monitoring IT equipment levels, fulfilling hardware requests, and preparing equipment for shipping
• Administer the office phone system, manage extensions and voicemail setup, and troubleshoot connectivity issues
• Assist with maintenance of the company intranet, online company store for branded merchandise, and other software administration

Front Desk & Communications

• Greet and manage office visitors and maintain accurate visitor logs
• Distribute staff communications as needed
• Other administrative duties as assigned

Skills:

• Reliable and trustworthy
• Exceptional organizational and multitasking abilities with a keen attention to detail
• Strong written and verbal communication skills for interacting with staff, vendors, and leadership
• Vendor negotiation and contract management experience
• Proficiency in Microsoft Office Suite, intranet platforms, telephony systems, and AI tools
• Basic IT literacy and comfort coordinating with technical teams
• Ability to maintain confidentiality and exercise discretion
• Resourcefulness and problem-solving mindset under tight deadlines

Education/Experience:

• Bachelor’s degree in Business Administration or a related field, preferred
• Minimum of 3 years of office management, administrative, or operations support experience
• Demonstrated track record managing vendors, facilities, and office budgets
• Prior experience supporting IT onboarding processes and systems administration

Physical Requirements:

• Ability to lift and carry up to 25 pounds (e.g., supply boxes, packages) on a regular basis

Braeburn is committed to ensuring equal employment opportunity for all qualified applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, military/veteran status, age, disability, or any other category/characteristic protected by law (collectively, "Protected Categories"). In fact, we encourage all underrepresented backgrounds to apply for any open job positions with the company.

Braeburn Job Scam Warning

At Braeburn, we prioritize the security of your personal information. Be aware of individuals falsely presenting themselves as Braeburn employees or representatives to gain access to your personal information or money through fictitious job offers.

Braeburn will never ask for financial information or payment during the job application process. This includes but it is not limited to requests for bank account details, social security numbers, credit card numbers, or any form of payment for application fees, equipment, or software. Any claims that you will be reimbursed for such expenses are fraudulent.

We also will not ask you to download third-party applications for communication regarding job opportunities. Be cautious of offers from unofficial email addresses (e.g., Yahoo, Gmail, Hotmail) or those with misspelled variations of official Braeburn email addresses.

To ensure you are communicating about a legitimate job opportunity, check that the job is posted on Braeburn’s official career website. If you suspect you have been contacted about a fraudulent position, please contact Braeburn directly through our official channels at info@braeburnrx.com.

Braeburn is not liable for losses resulting from job recruiting scams. If you believe you are a victim of fraud, contact the FBI through the Internet Crime Complaint Center at https://www.ic3.gov or your local authorities.

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