Adminstrative Assistant / Front Office Coordinator

Job Description

Job Description

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

 

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.