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Admin Office Assistant

Full-time

Aptyx

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

Vacancy posted 16 hours ago
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