Adminstrative Assistant / Front Office Coordinator
About The Position
We're looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors, while also playing a key role in supporting our Quality team's documentation and compliance efforts. In this role, you'll balance guest-facing hospitality — greeting visitors, coordinating client and auditor logistics, keeping our office running like clockwork — with detail-oriented administrative support in a regulated, GMP/GDP environment. If you thrive on variety, take pride in organization, this role would be a great fit for you!
Requirements
- High school diploma required
- 1+ years in an administrative, front desk, or office support role
- Proficiency with Microsoft Office
- 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
Nice To Haves
- Associate's degree preferred
- Pharma/biotech/lab or other regulated environment experience strongly preferred
- Familiarity with GDP/GMP concepts a plus, but not required - training provided
- Comfort learning new software (QMS/eQMS)
Responsibilities
- 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
- 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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
