Adminstrative Assistant / Front Office Coordinator

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!

Responsibilities

Front Desk & Office Management

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

Client & Visitor Support

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

Quality Team Administrative Support

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

Qualifications

High school diploma required; Associate's degree preferred

1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred

Familiarity with GDP/GMP concepts a plus, but not required - training provided

Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)

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

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