Office Coordinator

About Us:

Vaxart is a clinical-stage biotechnology company developing a range of oral recombinant vaccines based on its proprietary delivery platform. Vaxart vaccines are administered using convenient room temperature-stable tablets that can be stored and shipped without refrigeration.

Vaxart has demonstrated that its proprietary tablet vaccine delivery platform is suitable to deliver recombinant vaccines, positioning the company to develop oral versions of currently marketed vaccines and to design recombinant vaccines for new indications. Its development programs currently include tablet vaccines designed to protect against coronavirus, norovirus, seasonal influenza and respiratory syncytial virus (RSV), as well as a therapeutic vaccine for human papillomavirus (HPV), Vaxart’s first immuno-oncology indication.

Our mission is the promotion of global health through the development of effective vaccines that can be administered by tablet rather than by injection, providing for the simple and efficient distribution and administration of safe vaccines in any setting.

We are looking for an Office Coordinator to join our South San Francisco team!

Summary:

The Office Coordinator plays a crucial role in the success of Vaxart’s staff. The Office Coordinator understands the time sensitive nature of the requests they receive and can prioritize their day to maximize the effectiveness of the team members that they support. The Office Coordinator provides structure within an office to alleviate any additional workload from management and works closely with management to ensure compliance, consistency, and efficiency across all channels.

Responsibilities:

• Monitor office inventory and order supplies, furniture, appliances, and electronics as needed.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Meet and greet all visitors in a professional and positive manner.
• Answer calls along with emails and direct to appropriate staff.
• Coordinate new hire onboarding with HR and IT.
• Keep company and employee info updated as needed.
• Support multiple departments and management team.
• Coordinate conference room calendars to ensure smooth scheduling between departments.
• Ensure reception area and conference rooms are well maintained.
• Ensure office equipment is working properly and schedule service as needed.
• Manage relationships with vendors, service providers, and property management, ensuring that all services/items are invoiced and paid in a timely manner.
• Manage cleaning, repairs, and maintenance vendors.
• Manage the mailing and shipping of packages (USPS, FedEx, UPS) and retrieve and distribute mail and packages as they are received.
• Enter purchase orders into NetSuite as needed.
• Coordinate group meetings and events and provide support as needed.
• Participate in meetings, conferences, and project team activities.
• Implement procedural and policy changes to improve operational efficiency.

Requirements:

• 2-4 years of administrative experience in a fast-paced environment. Start-up experience strongly preferred.
• Strong communication skills – oral, written, and interpersonal.
• Advanced computer skills with the ability to learn new software quickly. NetSuite experience or similar ERP experience required.
• Must be able to lift up to 40 lbs.

Vaccination Requirement:

Vaxart has implemented a mandatory COVID-19 vaccination policy which requires our employees to be fully vaccinated against COVID as a condition of employment. Vaxart will make reasonable accommodations for valid exemptions based on disability, medical, or religious reasons. Vaxart prioritizes sound science and available facts to best ensure the ongoing safety of our employees and the community.

Vaxart offers team members a competitive compensation and benefits package, including a robust health plan, bonus program, stock options, 401K with employer matching, tuition assistance, and work-life balance.

Vaxart is an Equal Opportunity Employer and values diversity. We are committed to the principles of equal employment opportunity and affirmative action for all applicants and employees. Equal opportunity and consideration are afforded to all qualified applicants and employees in personnel actions, which include recruiting and hiring, selection for training, promotion, rates of pay or other compensation, transfer, discipline, demotion, and layoff or termination. Vaxart does not unlawfully discriminate on the basis of race, color, religion, sexual orientation, marital status, pregnancy, gender identity, gender expression, family medical history or genetic information, citizenship, national origin or ancestry, sex, age, physical or mental disability, medical condition, veteran status, military status, or any other basis protected by federal, state or local law, ordinance or regulation.