Admin Office Assistant

Job Description

Job Description

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