Insurance Office Assistant Jobs in California (NOW HIRING)

Looking to join a passionate team dedicated to developing and manufacturing life-saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes.
Your Role:
The Office Assistant provides administrative, workplace, and facilities support to ensure the efficient day-to-day operation of the office. Reporting to the Office Manager, this position assists with office coordination, front-desk responsibilities, workplace services, vendor support, meeting logistics, and employee experience activities. The Office Assistant serves as a key resource for maintaining a professional, organized, and welcoming work environment while supporting workplace operations and facilities-related activities.
Key Responsibilities:

Administrative & Office Support

• Provide day-to-day administrative support to the Office Manager and office staff.
• Assist with maintaining office procedures, records, and filing systems.
• Support office communications, announcements, and distribution of information.
• Order, receive, stock, and organize office and breakroom supplies.
• Maintain office supply inventory and notify the Office Manager of replenishment needs.
• Assist with workspace setup for new hires, employee moves, and office reconfigurations.
• Support scheduling and coordination of conference rooms and meeting spaces.

Front Desk & Workplace Experience

• Serve as a primary point of contact for employees, visitors, clients, and vendors.
• Ensure reception areas, conference rooms, breakrooms, and common areas remain clean, organized, and stocked.
• Assist with meeting room setup, catering coordination, and event preparation.
• Support executive and client visit logistics as directed by the Office Manager.
• Help maintain workplace standards that promote a positive employee and guest experience.

Facilities & Workplace Coordination

• Assist in submitting, tracking, and following up on facility service requests.
• Monitor office areas and report maintenance, safety, or housekeeping issues to the Office Manager.
• Coordinate vendor access and escort vendors when required.
• Support routine workplace inspections and identify areas requiring attention.
• Help coordinate furniture moves, workstation setups, and office adjustments.
• Support preventive maintenance activities by coordinating communications and access as needed.
• Partner with Facilities, IT, and EHS teams to facilitate timely issue resolution.

Vendor & Service Coordination

• Assist with scheduling vendor services, including janitorial, landscaping, pest control, and office equipment maintenance.
• Track completion of vendor work and escalate concerns to the Office Manager.
• Help collect vendor documentation, certificates of insurance, and service reports.
• Support procurement activities and office-related purchasing requests.

Financial & Procurement Support

• Assist with processing invoices, purchase requisitions, and purchase orders.
• Maintain records related to office expenses and supply purchases.
• Help reconcile office supply orders and deliveries.
• Research products and obtain vendor quotes when requested.

Employee Support & Engagement

• Assist with onboarding logistics, including workspace preparation, supply coordination, and employee welcome activities.
• Support employee engagement and workplace events.
• Promote workplace organization, cleanliness, and professionalism.
• Assist with logistics for meetings, training sessions, employee activities, and special events.

Compliance & Safety Support

• Assist in maintaining workplace signage, safety supplies, and emergency information.
• Support safety inspections, audits, and workplace readiness activities.
• Report safety concerns or facility deficiencies EHS.
• Help maintain emergency contact lists, evacuation maps, and workplace communication materials.
• Support adherence to company policies and workplace procedures.

Minimum Qualifications:

• Associate degree or equivalent work experience preferred.
• 1-3 years of experience in office administration, customer service, workplace operations, or a related role.
• Experience supporting a corporate office environment preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Customer-service-oriented with a professional demeanor.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and follow-through.
• Ability to work independently while maintaining close coordination with the Office Manager.
• Problem-solving skills and a proactive approach to office support.

Preferred Qualifications:

• Experience supporting facilities or workplace operations.
• Familiarity with work order or service request systems.
• Experience coordinating meetings, visitors, and office events.
• Experience in life sciences, corporate, or regulated office environments is a plus.

Position Type/Expected Hours of Work:

This role is a full-time onsite position. Days and hours of work are Monday through Friday unless otherwise stated by Supervisor. The employee must also have the ability to work overtime and/or weekends when necessary.

Compensation:

We offer competitive compensation packages for this role, including a base salary, performance-based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.

The compensation range for this role is $21.53 - $26.92 hourly depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.

Who you are:

• You have a "bring it on!" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.
• Your written and verbal skills are out of this world, and you communicate with clarity and confidence.
• You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.
• You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.

Physical Demands & Work Environment:

In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day-to-day demands of this position.