Business Operations Manager (Life Sciences)

About Allay Therapeutics, Inc.

Allay Therapeutics is pioneering ultra-sustained analgesic products to transform post-surgical pain management and recuperation for patients and physicians. We believe an era of stalled innovation for pain management is over. From San Francisco to Singapore, our team has a passion for solving medical challenges that could benefit millions. We pursue our mission with the energy of a dynamic, global team of entrepreneurs, scientists, clinicians, and innovators.

Our upbeat culture is one of integrity, curiosity, and appreciation for diversity in thought and background. Our employees have can-do attitudes and an openness to listen to one another that creates a supportive environment where everyone is aspiring to do their best work.

As we grow, we are seeking a highly organized and proactive Business Operations Manager to ensure the smooth and efficient operation of our San Jose facility.

Position Summary

Allay Therapeutics is seeking an exceptionally detail-oriented and versatile Business Operations Manager to oversee daily office operations, provide administrative support, and manage key accounting and purchasing responsibilities. The ideal candidate will be a self-starter with a strong ability to multitask, prioritize, and thrive in a fast-paced startup environment. You will play a crucial role in maintaining a productive and welcoming office environment while fostering a positive and engaging company culture through the planning and execution of company events.

Responsibilities

Facilities and Office Management:

• Maintain a clean, organized, and efficient office environment.
• Manage facilities and office supplies, equipment, and vendor relationships.
• Coordinate facilities and office maintenance and repairs.
• Greet visitors and manage incoming calls and mail.
• Support onboarding of new employees and manage security and access controls
• Support Safety Officer with EHS and IIPP duties and responsibilities
  
  

Company Events And Activities

• Plan, coordinate, and execute company events, including team-building activities, holiday parties, and other social gatherings.
• Manage event budgets and logistics.
• Source and negotiate with vendors for event services.
• Create engaging event experiences that foster team camaraderie and company culture.
• Accounting Support:
• Process and manage accounts payable and vendor inquiries.
• Assist with expense tracking and reconciliation.
• Maintain accurate financial records and documentation.
• Prepare and submit expense reports.
• Assist with month-end and year-end closing procedures.
• Maintain vendor files, W-9s and prepare 1099s
• Work with external accounting firms when needed.
  
  

Purchasing

• Manage the procurement of office supplies, lab materials, and other facilities related maintenance contracts.
• Negotiate with vendors to secure favorable pricing and terms.
• Track and manage inventory levels.
• Process purchase orders and ensure timely delivery.
• Maintain vendor relationships.
  
  

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 5+ years of experience in office management, administrative support, or a related field.
• Experience in a life science and/or tech startup environment.
• Excellent attention to detail and problem-solving skills.
• Extraordinary organizational, communication, and interpersonal skills.
• Experience with basic accounting principles and practices.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with accounting software (e.g., Bill.com, QuickBooks, Track1099) is a plus.
• Experience planning and executing company events.
• Ability to work independently and as part of a team.
• Ability to work on-site daily in San Jose, CA.
  
  

Benefits

• Competitive salary, bonus, stock options and benefits package.
• Opportunity to work in a dynamic and growing startup environment.
• Collaborative and supportive team culture.
• Opportunity to make a significant impact on the company's success.