Front Office and Guest Experience Specialist

About Made Scientific

Made Scientific is a U.S.-based cell therapy contract development and manufacturing organization (CDMO) specializing in the development, manufacturing, and release of autologous and allogeneic cell therapy products for clinical and commercial supply. Headquartered in Princeton, New Jersey, Made Scientific combines the agility of a specialist CDMO with the deep technical expertise to deliver reliable and scalable solutions, supported by their long-term strategic backer, GC Corporation, a global leader in the pharmaceutical and biotechnology sectors.

About the Role

The Front Office and Guest Experience Specialist will play a key role in ensuring smooth office operations by managing front desk responsibilities, supporting administrative functions, and providing a welcoming and professional environment for employees, clients, and visitors. This role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. Additionally, this position will provide administrative support to the leadership team.

This role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Responsibilities

Front Desk & Reception Duties

• Serve as the primary point of contact at the front desk, ensuring a professional and welcoming environment.
• Greet and direct visitors, ensuring they sign in appropriately and are connected to the correct personnel.
• Answer and route phone calls in a professional manner; take messages and provide information as needed.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain the front desk area and lobby to ensure cleanliness and organization.

Office Administration & Operations

• Ensure the office remains clean, organized, and fully stocked with necessary supplies.
• Assist with ordering and managing office supplies, company-branded merchandise, and kitchen essentials.
• Maintain and organize office storage areas, including supply closets and shared workspaces.
• Manage vendor relationships for office equipment, supplies, and maintenance services.
• Coordinate office maintenance requests and work closely with building management or external vendors as needed.
• Assist in planning and coordinating company events, meetings, and team gatherings, including catering, room setup, and logistics.

Hospitality & Meeting Coordination

• Assist with setting up and cleaning up conference rooms for meetings and events.
• Ensure refreshments and hospitality supplies are stocked for client and employee meetings.
• Support executives and team members with meeting logistics, presentation materials, and scheduling.

General Administrative Support

• Provide administrative assistance to the leadership team as needed.
• Assist in preparing reports, presentations, and other business documents.
• Maintain confidentiality when handling sensitive company and HR-related information.

Qualifications & Skills

• Energetic, professional, and well-mannered with a positive and customer-service-oriented attitude.
• Excellent communication skills (written and verbal) with the ability to interact with all levels of the organization.
• Strong organizational and multitasking abilities, with keen attention to detail.
• Proficiency in office technology including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Ability to work independently while also being a team player.
• Strong problem-solving skills and ability to handle tasks with efficiency and professionalism.
• Experience handling confidential information with discretion.
• Bachelor’s degree preferred (or equivalent experience).
• Previous experience in an office assistant, receptionist, or administrative support role is a plus.

Work Environment & Schedule

• This position is 100% on-site in Princeton, NJ.
• Work hours: Monday – Friday, 8:00 AM – 5:00 PM.
• Occasional overtime may be required for special events or meetings.