Position: Office Manager

Position Type: Full time, permanent

Department: R&D - CT

Location: Cape Town

Experience: 4-5 years of experience in office administration, facilities coordination, or a similar role. Prior experience in a Good Manufacturing Practice (GMP)-regulated or laboratory setting is beneficial, or demonstrated ability to follow strict procedural compliance.

Watchmaker Genomics is a global life science company based in Boulder, Colorado with an R&D and Production facility in Cape Town, South Africa. Our team is passionate about innovation and values collaboration, creativity, and scientific rigor. We believe that the intersection of biology, engineering, and computer science presents exciting opportunities for developing novel technologies that promote research and improve human health. Watchmaker Genomics specializes in the design, development, and production of DNA- and RNA-modifying enzymes that enable high-growth applications in genomics, molecular diagnostics, and personalized medicine.

Position Description:

Watchmaker is inviting applications for the full-time position of Office Manager based In Cape Town, South Africa.

The successful candidate will thrive in a dynamic, fast-paced working environment and contribute directly to our company culture and success. The position is responsible for the smooth running of daily office and facility support operations at the site. In essence, this role is people-focused and facilitates employees getting what they need in the workplace – from supplies and a clean, safe environment to coordination of services. The Office Manager serves as the hub for “soft” facilities management (cleaning, office upkeep and procurement, administrative services), ensuring the work environment is well-equipped, organized, and compliant with basic safety and company policies. They will liaise with vendors and internal teams to maintain an efficient, pleasant workplace that allows scientists, production staff, and all employees to focus on their work.

Responsibilities

• Office Operations & Upkeep: Maintain the office environment and common areas. Ensure conference rooms, break rooms, kitchens and reception areas are presentable and stocked (e.g. managing kitchen snacks/beverages, office supply inventory, printer & bathroom supplies). Handle service requests for any facility issues (lighting, plumbing in restrooms, coffee machine repair, etc.), either fixing minor issues directly or coordinating a repair service call as needed.
  
  
• Administrative Support & Reception: Serve as the site’s front-office coordinator – greet and assist visitors, manage visitor sign-in and badging, and ensure a professional reception experience. Manage incoming/outgoing mail and shipments (in coordination with any shipping department for product shipments). Assist with scheduling meetings or company events on-site. If applicable, supervise administrative assistants or a receptionist (particularly as the company grows).
  
  
• Vendor Management (Soft Services): Select and oversee third-party service providers for facility needs. This includes cleaning/janitorial services (managing in-house janitorial staff and possibly any specialized cleaning contractors), general waste disposal services, office plant maintenance, vending or catering services, etc. Negotiate contracts, monitor service level agreements, and approve invoices for these services.
  
  
• Security & Access Administration: Administer site access control systems in partnership with IT/security teams. Issue and track employee ID badges or keys, maintain access lists, parking bay allocations and coordinate with IT on electronic security systems (badge readers, security cameras). Organize visitor access permissions and escort protocols. In some cases, liaise with contracted security guards or alarm monitoring services – ensuring alarms, entry systems, and emergency communication systems are functioning (the Facilities Engineer/EHS Manager will handle technical compliance of alarms).
  
  
• Space Planning & Moves: Keep updated seating plans and coordinate workspace allocations for new or relocating employees. Plan and execute small office rearrangements or moves (e.g. when a new team is hired, ensure they have desks, chairs, lab/office space set up). Work with the Facilities Engineer for any changes that require infrastructure work (like adding furniture that needs electrical/data drops). Maintain an inventory of office furniture and supplies, and coordinate ergonomic assessments if employees require specialized setups.
  
  
• Budgeting & Record-Keeping: Manage the budget for office supplies and facility services. Track expenditures and assist in forecasting needs for the facility department. Maintain documentation of facility-related contracts, maintenance/service reports that come through the office, and keep organized records of keys/access badges issued. Provide monthly or quarterly reports on facility metrics (e.g. office supply spend, incidents of repairs) to management.
  
  
• Support Environmental Health & Safety (EHS) & Compliance: Work closely with the EH&S Manager to uphold health and safety standards in the office. This may include scheduling fire drills and emergency evacuations (in coordination with EHS), maintaining first aid kits, posting safety signage, and ensuring that communal spaces comply with safety regulations (clear egress paths, ergonomics, etc.). The Office Manager may also help enforce COVID or biosafety protocols if applicable (like managing PPE stock for visitors, coordinating cleaning in case of spills or contamination per EHS guidance).
  
  
• Site Culture and Employee Experience: As a secondary aspect, the Office Manager contributes to a positive work culture – organizing site-wide communications for facility updates, assisting HR with office-related employee onboarding (e.g. building tour, issuing keys on first day), and helping plan company social events or lunches from a facilities logistics side.

Please note: The above responsibilities are not exhaustive and other similar duties may be required from time to time.

Qualifications & Skills:

• Bachelor’s degree or equivalent experience in business administration, office management, or related field. (Experience in a biotech, pharmaceutical, or laboratory environment is a plus.)
  
  
• 4-5 years of experience in office administration, facilities coordination, or a similar role. Prior experience in a GMP-regulated or laboratory setting is beneficial, or demonstrated ability to follow. Experience in biotech and a start-up environment are highly desirable.

Skills and Requirements

• Excellent organization and multitasking skills – able to manage schedules, vendors, and requests in a dynamic environment.
  
  
• Strong communication and people skills – this role interfaces with virtually all employees and external service providers. A helpful, proactive customer-service attitude is essential.
  
  
• Experience managing vendors or service contracts; basic negotiation and budgeting skills to handle service agreements and supply orders.
  
  
• Familiarity with office software (email, spreadsheets) and ideally facilities-related tools (e.g. ticketing systems for maintenance requests, badge management systems).
  
  
• Understanding of basic safety and security practices in a workplace. Knowledge of OSH Act/general safety requirements for offices (and labs, if applicable) is an advantage.
  
  
• Ability to lift moderate packages or office equipment when needed and inspect facility areas (some hands-on aptitude is useful for minor fixes or coordinating with technicians).

Application Requirements

To apply for the position, please submit the following in a PDF format on watchmakergenomics.com:

• Letter of motivation (upload where it says cover letter)
• Resume or Curriculum vitae, highlighting relevant qualifications and experience

To ensure your application is considered, please submit it by Friday, 10 October 2025. Please note that this position may close earlier if we receive a high volume of applications. We encourage you to apply as soon as possible.

Applications without a Letter of Motivation will not be considered. Applicants must be South African or be eligible to work in South Africa and already possess the necessary work permits or visas, or be able to obtain them before responding to this vacancy.

If selected to participate in the interview process, the names and contact information of three professional references who are able to assess your suitability for the position in terms of the specified requirements will be requested. We will also request a current payslip.

NO RECRUITMENT AGENCIES PLEASE

We are only accepting direct applications for this position. We are not working with external recruiters or agencies at this time. Unsolicited resumes or candidate submissions from third-party recruiters will not be considered and will be deemed the property of Watchmaker Genomics

WE ARE AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

Watchmaker Genomics is committed to being an equal opportunity employer and creating a culturally diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, or veteran status or any other characteristics as protected by applicable law.

All applicants will be asked if currently eligible to work in South Africa; and if now or in the future will require visa sponsorship to continue working in South Africa. South African citizens preferred.

This position may be subject to pre-employment checks, including driving history check, drug screening and a background check for any convictions directly related to its duties and responsibilities. All pre-employment checks will comply with all applicable laws.