Administrative Assistant / Front Office Coordinator

Responsibilities

Front Desk & Office Management

• Greet and check in visitors, clients, vendors, and contractors; manage sign-in/badging per site security protocols
• Answer, screen, and route incoming calls and general inquiries
• Maintain a clean, professional, welcoming reception and lobby area
• Manage incoming/outgoing mail, packages, and courier/shipping arrangements
• Order and maintain office and breakroom supplies; manage vendor relationships
• Coordinate conference room scheduling and set-up for meetings and client visits (ordering food, creating agendas, etc.)
• Support administrative facilities tasks such as badge access requests
• Assist People Operations with new-hire logistics for orientation (workspace setup, badges, welcome materials)
• Manage incoming and outgoing mail

Client & Visitor Support

• Serve as the face of the company for clients, audits, site tours, and other stakeholder visits
• Coordinate visitor and candidate schedules with hosts
• Arrange catering, hospitality, and logistics for client visits and audits
• Assist with travel/accommodation coordination for visiting clients, auditors, or executives
• Assist with travel/accommodation of candidates for interviews occasionally, and for employees who require accommodations for business-related travel
• Ensure visitors complete required documentation (visitor logs, safety briefings, etc.) before facility access

Quality Team Administrative Support

• Scan, upload, label, and file quality documents (SOPs, batch records, deviation reports, CAPAs, certificates of analysis) per document control procedures
• Support maintenance of physical and electronic quality filing systems, ensuring accuracy, version control, and confidentiality
• Assist with data entry and record-keeping in quality management systems (QMS/eQMS)
• Maintain strict confidentiality and adherence to Good Documentation Practices (GDP)
• Support archiving, retrieval, and retention of quality records per retention policies

Qualifications

• High school diploma required; Associate's degree preferred
• 1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred
• Familiarity with GDP/GMP concepts a plus, but not required - training provided
• Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)
• Excellent organization and attention to detail
• Strong verbal/written communication and a professional, welcoming demeanor
• Ability to handle confidential and proprietary information with discretion
• Comfortable managing competing priorities in a fast-paced environment
• Reliable, punctual, able to work on-site