Administrative Support Specialist
About The Position
Avantor is seeking an Administrative Support Specialist to perform complex administrative and operational support activities, interpreting established guidelines and exercising judgment when standard procedures do not fully apply. The role supports business processes at a manufacturing site, helping ensure effective operations and efficiency while partnering with cross-functional teams and external stakeholders. Work includes research, reporting, presentation preparation, information coordination, and support for site priorities. The position may involve sensitive and confidential information and support for senior leaders. This is a full-time, onsite position at Avantor's Phillipsburg, New Jersey location. The role is primarily based in an administrative office, with frequent entry into plant or industrial manufacturing areas. Hours are generally standard business hours, with occasional overtime possible.
Requirements
- High school diploma or equivalent.
- 2–3 years of administrative or operational support experience.
- Experience processing purchase orders.
- Experience supporting site-level or senior leadership, working with vendors, and coordinating external partnerships.
- Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
- Ability to manage multiple priorities and work independently with minimal supervision.
- Strong organizational, time-management, problem-solving, written communication, and verbal communication skills.
Nice To Haves
- Bachelor's degree.
- Administrative or operational support experience in a manufacturing, biotechnology, or production industrial setting.
- Experience supporting complex or technical business processes.
- Familiarity with expense reporting, KPI tracking, and operational reporting tools.
- SAP or other ERP system knowledge.
Responsibilities
- Perform advanced administrative support activities using independent judgment, prioritization, and adaptation of standard procedures.
- Coordinate cross-functional activities and communications with internal teams and external vendors to support site operations.
- Conduct research, compile data, and prepare reports, dashboards, presentations, and other business materials.
- Support financial and operational processes, including expense tracking, cost allocation, and documentation management.
- Coordinate building-related projects, repairs, and site updates with Facilities/Maintenance and external vendors.
- Track and support completion of site KPIs, ensuring reporting is accurate and timely.
- Manage office operations, including meeting coordination, calendar management, and workspace logistics.
- Plan and execute site events, meetings, and trainings, including communications and logistical coordination.
- Oversee mailroom operations, including incoming and outgoing shipments and distribution.
- Maintain electronic and physical document control systems in compliance with company policies and regulatory requirements.
- Support HR and Talent Acquisition processes, including interview coordination and onboarding logistics.
- Coordinate onboarding needs with IT, including equipment setup, access, and workspace readiness.
- Communicate with stakeholders at multiple levels to exchange information, ensure alignment, and drive engagement.
- Handle confidential information professionally and discreetly.
Benefits
- Medical coverage
- Dental coverage
- Vision coverage
- Wellness programs
- Health savings and flexible spending accounts
- 401(k) plan with company match
- Employee stock purchase program
- 11 paid holidays
- 18 accrued PTO days annually
- Volunteer time off
- Six weeks of 100% paid parental leave, except in states that offer paid family leave
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
