Admin Office Assistant

Job Description

Job Description

The Administrative Assistant provides comprehensive administrative and operational support to the Aptyx Management Team. This role is responsible for ensuring efficient office operations, supporting production-related administrative activities, and assisting Customer Service and Office Management functions.This position plays a critical role in maintaining data accuracy, supporting cross-functional teams, and contributing to a positive, compliant, and customer-focused work environment. Key ResponsibilitiesAdministrative & Office SupportServe as the first point of contact by answering and directing phone calls and greeting visitorsPrepare, format, and distribute correspondence, reports, presentations, and other documentsMaintain organized filing systems (electronic and physical)Coordinate meetings, communications, and general office activitiesProvide day-to-day administrative support to the Management TeamOperational & Production SupportIssue and manage Purchase Orders (POs) and Production OrdersSupport production scheduling activities and assist with coordination of daily production meetingsEnter and maintain accurate direct and indirect labor data in ERP systemsAssist with inventory activities including cycle counts and reconciliation as neededOrder and maintain supplies, materials, and office inventoryCustomer Service & Office Management SupportServe as backup support for Customer Service and Office Management functionsInterface with customers as needed to support inquiries and order processingAssist with invoicing and related documentationSupport internal and external communications to ensure timely and accurate information flowFacilities & CoordinationManage office and facility-related administrative tasks including:Janitorial and office supply inventoryBreakroom and conference room suppliesWater deliveries and general site needsCoordinate lab coat distribution and trackingOversee door access badge issuance and activationCompliance, Quality & SafetyAdhere to all Aptyx safety policies and procedures; prioritize a safe work environmentFollow Good Manufacturing Practices (GMP) and applicable regulatory requirementsMaintain accuracy and integrity of all data and documentationIdentify and communicate any deviations or nonconformities to managementSupport a culture of quality, continuous improvement, and accountabilityGeneral ExpectationsDemonstrate strong judgment, professionalism, and attention to detailContribute to a positive team environment through communication and collaborationAdapt to changing priorities and support additional responsibilities as assigned QualificationsEducation & ExperienceHigh School Diploma required; Associate's Degree preferred2+ years of administrative, office support, or related experience preferredExperience in a manufacturing or regulated environment (ISO 9001 / ISO 13485) is a plusSkills & CompetenciesStrong organizational and multitasking skillsExcellent written and verbal communicationProficiency in Microsoft Office (Excel, Word, PowerPoint)Experience with ERP systems (e.g., IQMS, Epicor) preferredStrong attention to detail and data accuracyAbility to work cross-functionally and support multiple stakeholdersDemonstrated initiative, flexibility, and problem-solving ability Physical RequirementsRegular use of hands for computer and office equipment operationAbility to sit, stand, and move within an office and manufacturing environmentClose vision required for computer work and documentation Work EnvironmentCombination of office and controlled manufacturing environmentMay require use of PPE (e.g., safety glasses, hair nets, smocks) depending on areaExposure to standard manufacturing conditions in a regulated facility Performance MeasuresPerformance will be evaluated based on:Accuracy and quality of workProductivity and responsivenessData integrity and complianceCommunication and teamworkAttendance and adherence to company policiesContribution to operational and team objectives