Office Manager

Job Description

Job Description

MDx is a premier full-service laboratory specializing in the analysis, characterization, and quality assurance of pharmaceutical products. We focus on precision and scientific integrity, utilizing industry-leading analytical technology and rigorous methods to deliver results our partners can trust. Collaborating with innovative pharmacists, healthcare providers, and pharmaceutical manufacturers, we advance drug development and safeguard the quality of the therapies that improve lives.

Position Summary

The Office Manager supports the efficient day-to-day operation of MDx by coordinating administrative functions and providing organizational support to site and operations leadership. This role serves as a central point of coordination for office organization, invoice reconciliation, purchasing, supplies, records management, vendor relationships, and general administrative activities that keep the laboratory environment running smoothly. Working alongside scientific and operations teams, the Office Manager helps ensure that administrative and purchasing processes support the laboratory's commitment to quality, accuracy, and regulatory compliance. The ideal candidate is highly organized, detail-oriented, and dependable, with the ability to manage multiple priorities, exercise sound professional judgment, and handle sensitive business information with discretion. This position requires strong follow-through, professional communication, and the ability to identify and resolve routine administrative issues independently in a fast-paced, quality-driven setting.

Key Responsibilities

Invoice Reconciliation & Administrative Support

• Receive, review, organize, and reconcile vendor invoices against purchase orders, receipts, statements, and other supporting documentation
• Identify invoice discrepancies, missing documentation, duplicate charges, or pricing issues and coordinate resolution with appropriate internal teams or vendors
• Maintain accurate invoice and purchasing records and submit documentation for approval and payment according to established procedures
• Assist with tracking outstanding invoices, credits, vendor statements, and other administrative financial records
• Maintain organized electronic and physical records for invoices, receipts, purchase documentation, and related office expenses
• Coordinate with accounting, finance, purchasing, and site leadership as needed

Office Management & Organization

• Manage the daily administrative functions of the office and help maintain an organized, professional, and efficient workplace
• Establish and maintain filing systems, office records, shared administrative documents, calendars, and other organizational tools
• Monitor general office needs and proactively address routine administrative issues
• Coordinate meetings, conference rooms, visitors, deliveries, mail, and other office activities as needed
• Assist with maintaining common areas, administrative workspaces, and office equipment
• Coordinate routine service requests and communicate with building management, maintenance providers, and other vendors when appropriate

Office Materials, Supplies & Purchasing

• Monitor inventory levels for office materials and supplies
• Order office supplies, breakroom supplies, printing materials, and other approved items while maintaining appropriate inventory levels
• Obtain quotes and coordinate purchases with approved vendors when required
• Track orders, deliveries, backorders, returns, and credits
• Help control office expenses by monitoring purchasing patterns, avoiding unnecessary or duplicate orders, and identifying cost-saving opportunities
• Maintain vendor contact information and purchasing records

Site Leadership Support

• Provide administrative and organizational support to site leadership
• Assist with meeting preparation, scheduling, documentation, correspondence, presentations, and other administrative needs
• Help coordinate site meetings, employee events, visitors, and leadership activities
• Track administrative action items and follow up with responsible parties when requested
• Assist leadership with special projects and operational initiatives
• Handle sensitive business information with appropriate confidentiality and discretion

General Administrative Responsibilities

• Serve as a primary administrative resource for employees and visitors
• Answer or appropriately route general office questions and requests
• Assist with onboarding logistics for new employees, including workspace preparation, office materials, and administrative coordination
• Maintain office contact lists, vendor information, administrative procedures, and other operational records
• Support document preparation, scanning, filing, copying, shipping, and correspondence
• Identify opportunities to improve office organization, administrative processes, purchasing controls, and overall efficiency
• Perform other administrative and operational duties as assigned

Required Qualifications

• High school diploma or equivalent
• 2+ years office management, administrative support or operations support experience
• Proficiency with Microsoft Office, including Outlook, Word, and Excel
• Ability to learn and effectively use accounting, purchasing, expense-management, and other business systems
• Strong organizational and time-management skills
• High level of accuracy and attention to detail
• Strong written and verbal communication skills
• Ability to prioritize competing requests and manage multiple responsibilities with limited supervision
• Professional judgment and ability to appropriately handle confidential information

Preferred Qualifications

• Associate or Bachelor's degree in business administration, accounting, operations, or a related field
• Experience reviewing invoices, purchase orders, receipts, and vendor statements strongly preferred

Work Environment & Physical Requirements

• Primarily in a professional office environment located within or adjacent to a laboratory facility
• May be occasionally exposed to typical laboratory conditions, including noise from equipment, controlled temperature areas, and standard laboratory safety protocols; adherence to all facility safety, security, and access policies is required
• Prolonged periods of sitting at a desk and working on a computer, with frequent use of standard office equipment such as phones, printers, and scanners
• Regularly required to communicate clearly with employees, leadership, vendors, and visitors, both in person and through phone and electronic correspondence
• Occasional standing, walking, bending, and reaching to manage files, office supplies, deliveries, and administrative materials throughout the facility
• Must be able to occasionally lift and carry office supplies, materials, or packages weighing up to 25 pounds
• Reliable, on-site attendance during regular business hours is an essential function of the position
• Schedule: Monday–Friday, 8am–5pm

Why Join MDx?
The best work happens when purpose meets opportunity. At MDx, you'll work with a dedicated, scientifically driven team that's raising the standard for analytical excellence — with the resources, leadership, and culture to back it up. We offer competitive compensation, strong benefits, and real room to grow, lead, and make your mark.

Equal Employment Opportunity (EEO) and Affirmative Action Commitment 
MDx is committed to providing equal employment opportunities and render affirmative action to all employees and applicants for employment, including individuals who are members of underrepresented groups, without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or any other status protected by applicable federal, state, or local laws. 

 
Reasonable Accommodations Statement 
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.   

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.