Administrative Assistant

BPS Bioscience•San Diego, CA

About The Position

The Administrative Assistant is an entry-level role supporting the Supply Chain Management team. The position processes customer purchase orders and enters sales orders in the NetSuite ERP system, ensuring orders are accurate, complete, and supported by required documentation before approval. The role works closely with Sales to resolve missing documentation and discrepancies, maintains customer records, and provides clerical and administrative support to the Operations, Supply Chain, and Sales teams.

Requirements

High school diploma or equivalent required.
0–2 years of experience in order entry, customer service, or administrative support.
Proficient with Microsoft Office Suite, including Outlook, Word, and Excel.
Strong attention to detail and accuracy in data entry.
Excellent organizational and time management skills, with the ability to manage multiple priorities.
Excellent verbal and written communication skills.
Ability to work independently and collaboratively across teams.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration or a related field.
Experience in a life sciences or biotech environment.
Experience with an ERP system; NetSuite preferred.

Responsibilities

Process customer purchase orders received through email, fax, phone, and web channels, and accurately enter sales orders into NetSuite.
Review purchase orders for accuracy and completeness, including purchase order numbers, catalog numbers, quantities, pricing, billing and shipping information, payment terms, and special requests.
Assign the appropriate customer account, sales representative, sales region, and order contact to each sales order.
Review orders for required documentation, including applicable licensing agreements, and coordinate with Sales to obtain missing information or documentation.
Maintain complete sales order records in NetSuite by attaching purchase orders, licensing agreements, and other supporting documentation.
Communicate completed orders and relevant information to internal teams to facilitate timely order processing and fulfillment.
Maintain accurate customer records, including changes to customer names, addresses, mailing contacts, and company information resulting from mergers or other organizational changes.
Identify order discrepancies or incomplete information related to pricing, quotes, payment terms, documentation, or customer information and escalate issues to the appropriate team member for resolution.
Monitor designated inboxes and assist with routine correspondence and administrative requests.
Perform general administrative duties, including data entry, filing, recordkeeping, document organization, and maintenance of electronic records.
Provide administrative and operational support to the Operations, Supply Chain, and Sales teams as needed.
Follow established company policies, procedures, and documentation requirements and complete all required training.
Perform other duties as assigned.