Admin Office Assistant

Aptyx•Jaffrey, NH

1d•$19 - $21•Hybrid

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Aptyx Management Team. This role is responsible for ensuring efficient office operations, supporting production-related administrative activities, and assisting Customer Service and Office Management functions. This position plays a critical role in maintaining data accuracy, supporting cross-functional teams, and contributing to a positive, compliant, and customer-focused work environment.

Requirements

High School Diploma required
2+ years of administrative, office support, or related experience preferred
Strong organizational and multitasking skills
Excellent written and verbal communication
Proficiency in Microsoft Office (Excel, Word, PowerPoint)
Strong attention to detail and data accuracy
Ability to work cross-functionally and support multiple stakeholders
Demonstrated initiative, flexibility, and problem-solving ability
Regular use of hands for computer and office equipment operation
Ability to sit, stand, and move within an office and manufacturing environment
Close vision required for computer work and documentation

Nice To Haves

Associate's Degree preferred
Experience in a manufacturing or regulated environment (ISO 9001 / ISO 13485) is a plus
Experience with ERP systems (e.g., IQMS, Epicor) preferred

Responsibilities

Serve as the first point of contact by answering and directing phone calls and greeting visitors
Prepare, format, and distribute correspondence, reports, presentations, and other documents
Maintain organized filing systems (electronic and physical)
Coordinate meetings, communications, and general office activities
Provide day-to-day administrative support to the Management Team
Issue and manage Purchase Orders (POs) and Production Orders
Support production scheduling activities and assist with coordination of daily production meetings
Enter and maintain accurate direct and indirect labor data in ERP systems
Assist with inventory activities including cycle counts and reconciliation as needed
Order and maintain supplies, materials, and office inventory
Serve as backup support for Customer Service and Office Management functions
Interface with customers as needed to support inquiries and order processing
Assist with invoicing and related documentation
Support internal and external communications to ensure timely and accurate information flow
Manage office and facility-related administrative tasks including: Janitorial and office supply inventory, Breakroom and conference room supplies, Water deliveries and general site needs
Coordinate lab coat distribution and tracking
Oversee door access badge issuance and activation
Adhere to all Aptyx safety policies and procedures; prioritize a safe work environment
Follow Good Manufacturing Practices (GMP) and applicable regulatory requirements
Maintain accuracy and integrity of all data and documentation
Identify and communicate any deviations or nonconformities to management
Support a culture of quality, continuous improvement, and accountability
Demonstrate strong judgment, professionalism, and attention to detail
Contribute to a positive team environment through communication and collaboration
Adapt to changing priorities and support additional responsibilities as assigned