Office Manager

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.

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.

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 work spaces, 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…