Office Manager / Operations Coordinator at digitalbakery GmbH

San Diego, California, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Apr, 26

Salary

0.0

Posted On

28 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Coordination, Scheduling, Documentation, Vendor Management, Facilities Support, Onboarding, Logistics, Communication, Detail-Oriented, Problem Solving, Organizational Skills, Time Management, Team Support, Process Improvement, Relationship Management

Industry

Description

About the role We are seeking an Office Manager / Operations Coordinator to support the day-to-day administrative and operational needs of Satomic’s office and laboratory environment. This role is responsible for coordination, scheduling, documentation, vendor management, and facilities support, serving as a central point of contact for many of the logistical tasks that keep the organization running. You will report directly to the Chief Scientific Officer work closely with scientific leadership and external vendors to ensure onboarding runs smoothly, routine lab supplies are stocked, facilities services are coordinated, and operational tasks do not become bottlenecks. This is a hands-on, execution-focused role, ideal for someone who enjoys creating order, tracking details, and keeping teams unblocked. This role does not own technical lab operations, regulatory decisions, or EH&S authority, but instead supports and coordinates these efforts under the direction of senior leadership As Satomic scales its laboratory capabilities and team size, operational complexity increases quickly. This role plays a critical part in ensuring: New hires are onboarded efficiently The office and lab environment remain organized and functional Vendors, facilities services, and routine operations are coordinated reliably Scientists and leadership can focus on discovery rather than logistics By owning coordination and follow-through, you will help build a foundation that allows Satomic to scale responsibly and efficiently. Expected Outcomes By day 30, you will have: Prepared and maintained onboarding documentation and checklists Learned routine lab supply ordering and restocking workflows Built a centralized list of facilities and vendor accounts Become a reliable point of contact for day-to-day office operations By day 90, you will have: Independently managed interview scheduling and onboarding logistics Maintained consistent lab supply ordering and restocking cadence Coordinated facilities accounts including: Cleaning services Lab coat services Waste pickup Security Insurance and vendor documentation requests Storage units Tracked EH&S / County / waste permitting timelines and documentation (coordination only) Scheduled and coordinated vendor visits (instruments, electrical, ventilation) Supported planning and execution of a lab or office move, minimizing disruption By Year 1, you will have: Become a trusted operational backbone for office and lab-adjacent logistics Established predictable, documented processes for onboarding and facilities coordination Maintained strong working relationships with vendors and service providers Helped ensure lab moves, expansions, or transitions are well-coordinated and low-stress Provided continuity and institutional knowledge as the company scales What this Role Is (and Is Not) This role is: A coordination-focused operations role Office-first with lab-adjacent support Execution-oriented and detail-driven A key enabler of scientific productivity This role is not: A lab operations leadership or EH&S authority role A technical or scientific position A COO or senior management role Responsible for regulatory decision-making or safety ownership Key Responsibilities Manage interview scheduling and coordination Schedule and support onboarding meetings and logistics Prepare and maintain onboarding documentation Coordinate routine lab supply ordering and restocking Track and coordinate OSI / County / waste-related documentation and schedules Manage facilities-related accounts (cleaning, lab coats, waste pickup, security, insurance, storage) Coordinate vendors for instruments, electrical, and ventilation services Support lab and office move coordination and set up logistics Maintain vendor contact lists, schedules, and service tracking Escalate issues appropriately while keeping leadership informed Overview of Satomic's Interview Process 15-minute phone screen: the hiring manager will contact you to schedule a 10 minute call. Note that this is not evaluative, but merely a chance for Satomic and our candidates to discuss what to expect in the process and answer any early questions. 3 x 30-45 minute interviews: the hiring manager will coordinate a block where you can have three 45 minute interviews back to back with different members of the Satomic team, who will ask questions about your past experience and fit for the role. 90 minute final round: candidates that are selected for the final round will be given a representative scenario live to discuss through with the interview panel Why Join Satomic? Join a team tackling frontier challenges in chemistry and the biggest bottleneck in drug disovery– an opportunity to shape not just Satomic, but the future of how molecules are discovered and made. Diversity & Inclusion We know there’s a serious lack of diversity in our industry, and that needs to change. At Satomic, we’re committed to helping drive that change. Our culture is built on inclusion, humility, humanity, and ingenuity— values that guide how we work with one another and how we approach the challenges of scaling science. We believe that bringing together people with diverse perspectives, experiences, and ways of thinking is not just the right thing to do, but makes us stronger: we want every member of our team to feel they belong and can do the best work of their career here. Our mission is to close the gap from idea to molecule. That mission carries responsibility: the chemistry we enable can accelerate access to life-changing medicines and technologies, but it can also pose risks if used carelessly. We’re not agnostic to how our platform is applied—we care deeply about ensuring it is used for good. Building a team of diverse and thoughtful voices gives us the best chance of delivering a platform that not only advances the future of chemistry and drug discovery, but does so responsibly and with lasting positive impact on our world.

Responsibilities

Manage interview scheduling and onboarding logistics while coordinating routine lab supply ordering and facilities-related accounts. Support lab and office move coordination and maintain vendor contact lists and schedules.