Office Administrator

Job Description

Job Description

Position Summary

The Office Administrator provides comprehensive administrative support across the organization, coordinating office operations, executive support, human resources administration, quality documentation, employee programs, and business records. This role serves as a central point of coordination for employees, leaders, clients, and vendors and is responsible for maintaining accurate information, timely communication, organized records, and consistent follow-through.

The ideal candidate is highly organized, discreet, detail-oriented, and comfortable managing competing priorities in a fast-paced manufacturing environment. The Office Administrator must be able to work independently, exercise sound judgment, protect confidential information, and collaborate effectively with all levels of the organization.

Essential Responsibilities

Office Administration and Front Office Operations

• Coordinate daily office and front-office operations, including access, supplies, reception, employee programs, vendor services, workplace organization, and related safety, environmental, and quality requirements.

Executive and Leadership Support

• Provide confidential administrative support to the Managing Director and leadership team, including calendar and meeting coordination, correspondence, presentations, minutes, events, travel, communications, and follow-up.

Human Resources Administration

• Support HR administration and employee programs by maintaining personnel and HRIS records, processing employee changes, completing I9's, assisting with recruitment, onboarding, payroll, timekeeping, benefits, training, reporting, engagement activities, and internal communications.

Quality Records and Document Control

• Support quality records, batch-release documentation, document control, master data, Product Information Files, specifications, inspection plans, change controls, training records, quality notifications, client samples and approvals, and KPI reporting in accordance with cGMP and company requirements.

Financial, Reporting, and Program Administration

• Support budget tracking, monthly reconciliation, invoice processing, recurring reports, metrics, records management, and continuous-improvement activities.

Compliance, Confidentiality, and Safety

• Maintain confidentiality and accurate, retrievable records; follow company policies, document-control procedures, record-retention requirements, applicable regulations, and site safety and PPE requirements; perform other duties as assigned.