Operations Administrative Assistant

MaxCyte•Rockville, MD

21h

About The Position

The Operations Administrative Assistant is responsible for purchasing materials and services for the Operations, Quality, Facilities and Engineering groups. This individual works under general supervision.

Requirements

Associate’s/Bachelor’s degree and a minimum of 2 years of purchasing experience; or equivalent
Experience working in a procurement role creating Purchase Orders
Proficient in computer programs including MS Office [Outlook, Word, PowerPoint, and Excel]
Ability to exercise considerable discretion, judgment, tact, and diplomacy and maintains confidentiality
Strong communication skills; verbal, listening, and writing
Highly organized, detail oriented, ability to multi-task and shift priorities
Ability to work under pressure and meet deadlines
Ability to work independently with minimal supervision and work in a team environment
Proactive problem solving and strong time management skills with the ability to manage changing priorities

Nice To Haves

Experience with NetSuite or similar ERP system is preferred

Responsibilities

Manage supplier relationships by obtaining quotes, monitoring lead times, placing purchase orders, tracking deliveries, and resolving supplier performance and order-related issues.
Procure inventory materials required to support manufacturing, operations, and engineering activities while ensuring timely availability and adherence to budget and supply requirements.
Procure indirect materials, MRO (Maintenance, Repair, and Operations) supplies, and operational consumables, including gowning, cleaning supplies, labels, hardware, tools, office supplies, and related items.
Create, maintain, and update supplier records in NetSuite, ensuring accurate vendor information, contact details, and system data integrity.
Track open purchase orders and proactively follow up with suppliers to ensure on-time delivery, communicating material status, delays, and risks to internal stakeholders.
Coordinate inventory cycle counts with warehouse personnel and assist in investigating and reconciling inventory discrepancies to maintain inventory accuracy.
Support resolution of receiving discrepancies, invoice issues, and supplier-related concerns by coordinating with suppliers, Finance, Warehouse, and internal stakeholders to achieve timely resolution.
Generate and maintain purchasing, inventory, and supplier performance reports, maintain organized purchasing documentation, and ensure compliance with all applicable company policies related to quality, health, safety, and environmental requirements.