Site Office Administrator

Site Office Administrator

Winston-Salem, North Carolina, United States

Position Summary: The Site Office Administrator provides day-to-day administrative and operational support for the Winston-Salem, NC sites. This role assists with office services, non-GMP vendor coordination, visitor management, meeting and event logistics, documentation, and facilities-related support activities. The Site Office Administrator helps maintain a safe, organized, efficient, and welcoming workplace by supporting employees, visitors, vendors, and internal partners and escalating issues as needed.

This position is based onsite in Winston-Salem, NC Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional overtime may be required based on business needs, with flexibility to support operational demands.

Essential Duties & Responsibilities:

• Vendor & Facilities Coordination
  • Support non-GMP vendor coordination, including security, housekeeping, catering, and office services providers.
  • Serve as a day-to-day point of contact for vendor service requests, routine follow-up, and issue escalation.
  • Assist with facilities-related services, including cleaning schedules, waste management, maintenance support, and related requests.
  • Help support vendor adherence to site policies, safety expectations, and routine service requirements by coordinating follow-up and escalating concerns.
  • Maintain and update service request information, vendor documentation, and related records as directed.
• Security & Visitor Management
  • Support site security coordination in partnership with security vendors and internal stakeholders.
  • Support visitor control processes, including visitor logs, badge management, sign-in procedures, and site access protocols.
  • Help provide a professional, efficient, and compliant visitor experience in alignment with company and site expectations.
  • Maintain GMP visitor log entries and related documentation.

• Office Operations & Administrative Support
  • Support office supply inventory, ordering, and distribution to help ensure adequate availability across the site.
  • Coordinate catering requests for meetings, events, and site activities.
  • Support mail distribution, shipping/receiving coordination, and general office services.
  • Support audit readiness as required.
• Meeting & Event Coordination
  • Assist with ordering and arrangements for outside catering/meals for internal meetings and outside events.
  • Schedule and support internal and external meetings, including room coordination, logistics, and technology setup.
  • Provide logistical and administrative support for site-wide activities, employee engagement events, and internal communications.
• Site-wide Coordination & Employee Experience
  • Serve as a support contact for site-wide operational requests, routine communication, and administrative follow-up.
  • Support onboarding logistics in partnership with HR and Facilities (workspace readiness, badges, supplies).
  • Share observations and suggestions that may help improve workplace experience, operational efficiency, and service delivery.
• Continuous Improvement & Compliance
  • Support process improvements related to office operations and vendor coordination by identifying needs, sharing feedback, and assisting with implementation.
  • Maintain GMP training requirements as defined by the role.
  • Follow company policies, safety standards, and applicable site procedures; escalate questions or concerns as appropriate.
  • Maintain organized records and documentation to support audit readiness, routine follow-up, and operational needs.

Qualifications:

• Education/Training:
  • High school diploma or equivalent required; associate degree or coursework in Business Administration, Office Administration, Facilities, or a related field preferred.
  • Equivalent administrative, office coordination, or site support experience may be considered in lieu of preferred education.
• Experience:
  • 24+ years of experience in office administration, administrative support, facilities coordination, or site operations support.
  • Experience coordinating with vendors, service providers, or internal support teams in a corporate, manufacturing, or regulated environment preferred.
  • Experience supporting employees, visitors, meetings, events, and day-to-day office needs in a fast-paced environment.
• Knowledge:
  • Working knowledge of office operations, administrative processes, facilities coordination, and basic vendor support practices.
  • Basic understanding of workplace safety, visitor management, and site compliance expectations.
  • Proficiency with Microsoft Office tools, including Outlook, Excel, Word, Teams, and PowerPoint.
• Skills:
  • Strong organizational and time management skills with the ability to coordinate multiple requests and priorities.
  • Clear and professional communication skills with the ability to work effectively with employees, visitors, vendors, and cross-functional partners.
  • High attention to detail with the ability to maintain accurate records, logs, and documentation.
  • Sound judgment and problem-solving skills with the ability to identify issues, escalate appropriately, and follow through on routine matters.
  • Customer-service mindset with a focus on providing a professional, helpful, and welcoming experience for employees and visitors.
• Certifications/Licenses:
  • n/a

ProKidney is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, disability, genetic information, veteran status, military status, application for military service or any other class protected by state or federal law.

Applicants must be eligible to work in the United States without the need for work visa or residency sponsorship.