Admin Office Assistant

The Administrative Assistant provides comprehensive administrative and operational support to the Aptyx Management Team. This role is responsible for ensuring efficient office operations, supporting production-related administrative activities, and assisting Customer Service and Office Management functions.

This position plays a critical role in maintaining data accuracy, supporting cross-functional teams, and contributing to a positive, compliant, and customer-focused work environment.

Key Responsibilities

Administrative & Office Support

• Serve as the first point of contact by answering and directing phone calls and greeting visitors


• Prepare, format, and distribute correspondence, reports, presentations, and other documents


• Maintain organized filing systems (electronic and physical)


• Coordinate meetings, communications, and general office activities


• Provide day-to-day administrative support to the Management Team

Operational & Production Support

• Issue and manage Purchase Orders (POs) and Production Orders


• Support production scheduling activities and assist with coordination of daily production meetings


• Enter and maintain accurate direct and indirect labor data in ERP systems


• Assist with inventory activities including cycle counts and reconciliation as needed


• Order and maintain supplies, materials, and office inventory

Customer Service & Office Management Support

• Serve as backup support for Customer Service and Office Management functions


• Interface with customers as needed to support inquiries and order processing


• Assist with invoicing and related documentation


• Support internal and external communications to ensure timely and accurate information flow

Facilities & Coordination

• Manage office and facility-related administrative tasks including:




• Janitorial and office supply inventory


• Breakroom and conference room supplies


• Water deliveries and general site needs


• Coordinate lab coat distribution and tracking


• Oversee door access badge issuance and activation

Compliance, Quality & Safety

• Adhere to all Aptyx safety policies and procedures; prioritize a safe work environment


• Follow Good Manufacturing Practices (GMP) and applicable regulatory requirements


• Maintain accuracy and integrity of all data and documentation


• Identify and communicate any deviations or nonconformities to management


• Support a culture of quality, continuous improvement, and accountability

General Expectations

• Demonstrate strong judgment, professionalism, and attention to detail


• Contribute to a positive team environment through communication and collaboration


• Adapt to changing priorities and support additional responsibilities as assigned

Qualifications

Education & Experience

• High School Diploma required; Associate's Degree preferred


• 2+ years of administrative, office support, or related experience preferred


• Experience in a manufacturing or regulated environment (ISO 9001 / ISO 13485) is a plus

Skills & Competencies

• Strong organizational and multitasking skills


• Excellent written and verbal communication


• Proficiency in Microsoft Office (Excel, Word, PowerPoint)


• Experience with ERP systems (e.g., IQMS, Epicor) preferred


• Strong attention to detail and data accuracy


• Ability to work cross-functionally and support multiple stakeholders


• Demonstrated initiative, flexibility, and problem-solving ability

Physical Requirements

• Regular use of hands for computer and office equipment operation


• Ability to sit, stand, and move within an office and manufacturing environment


• Close vision required for computer work and documentation

Work Environment

• Combination of office and controlled manufacturing environment


• May require use of PPE (e.g., safety glasses, hair nets, smocks) depending on area


• Exposure to standard manufacturing conditions in a regulated facility

Performance Measures

Performance will be evaluated based on:

• Accuracy and quality of work


• Productivity and responsiveness


• Data integrity and compliance


• Communication and teamwork


• Attendance and adherence to company policies


• Contribution to operational and team objectives