Administrative Assistant

Summary :

This position will be responsible for offering Procurement, Logistics, and administrative support of an R&D facility involving chemistry, biosafety and electromechanical system labs for medical devices and drug products.

Essential Duties and Responsibilities :

• Greet and welcome guests.
• Answer, screen, and forward incoming phone calls.
• Ensure reception area is tidy and presentable.
• Order front office supplies and keep inventory of stock.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Update calendars and schedule meetings.
• Track and report costs to upper management.
• Keep updated records of office expenses and costs.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
• Coordinate with departmental staff to coordinate activities.
• Coordinate with outside vendors.
• Act as liaison between customers and various departments.
• Maintain customer and vendor relations.
• Receive, sort, and distribute daily mail / deliveries.
• Provide national and international shipping support.
• Lead direct and indirect procurement efforts for the site.
• Ensure that accounts are paid in full, and notify the clients or supervisors when accounts are past due.
• Create and manage invoices and credit memos.
• Oversee accounting functions, including sales, general accounting, accounts payable, and accounts receivable.
• Review financial records for accuracy and review billing invoices, purchase orders, and inventory reports, and monitor the accounts payable and accounts receivable functions.
• Other duties as assigned.

Qualifications :

• 4+ years experience in operations of a large-scale (100+) volume R&D / Manufacturing environment, including customer service, receiving, inventory, stocking, purchasing, logistics.
• Proficiency in Microsoft Office Suite.
• Hands-on experience with office equipment.
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.

Education and / or Experience :

• Associate degree in related field with 4+ years' experience.
• High School Diploma with 6+ years experience.

Physical Requirements :

• This position may involve exposure to biohazards, and hazardous chemicals.
• Ability to lift / carry 25 lbs.
• Bend, stoop, sit, kneel and / or stand for extended periods of time.
22 hours ago