Administrative Assistant

Job Description

This Administrative Assistant / Receptionist role manages frontline client communications, coordinates essential financial processing, oversees vendor ordering, and delivers critical administrative support to a busy laboratory team in Columbus. The position requires a highly organized, detail-oriented professional who can handle multiple priorities, maintain accuracy in a fast-paced, time-sensitive environment, and represent the organization with a polished and professional demeanor.

• Serve as the primary point of contact at the front desk by greeting visitors, vendors, and couriers in a professional and courteous manner.

• Ensure all visitors follow required safety and non-disclosure sign-in protocols and maintain accurate records of building access.

• Manage inbound phone calls by answering, screening, and routing client inquiries to the appropriate technical or operations team members.

• Monitor and respond to incoming emails, directing questions about sample updates or testing results to the correct internal contacts.

• Issue approved purchase orders for laboratory consumables, chemical reagents, office supplies, contractor services, and facility-related invoices.

• Coordinate building maintenance requests by scheduling service calls, tracking completion, and communicating status updates to the appropriate stakeholders.

• Arrange servicing and repairs for office equipment to ensure minimal downtime and continuous operation of front office and laboratory support tools.

• Handle incoming and outgoing mail, packages, and courier deliveries, ensuring timely distribution to the appropriate staff or departments.

• Collaborate closely with the operations team to compile completed sample testing records and ensure all documentation is accurate and complete.

• Generate accurate client invoices based on completed work, following established procedures and timelines.

• Perform Excel-based data entry for administrative and financial records, ensuring accuracy, completeness, and proper filing.

• Provide general administrative support to the laboratory team, including scheduling, document preparation, and record keeping as needed.

• Maintain an organized reception and office area, ensuring a professional appearance and efficient workflow.

• Support internal communication by relaying messages, coordinating information between departments, and assisting with basic office coordination tasks.

• At least 6 months of administrative experience; experience in a manufacturing environment is a plus.

• Demonstrated administrative support experience, including reception or front desk responsibilities.

• Proficiency with Microsoft Excel, including accurate data entry and basic spreadsheet use.

• Proficiency with Microsoft Outlook for managing email and calendar communications.

• Strong verbal and written communication skills, with the ability to interact professionally with clients, visitors, and internal staff.

• Ability to manage multiple tasks simultaneously in a fast-paced, time-sensitive environment.

• Strong attention to detail and organizational skills, particularly in handling documentation and financial records.

• Comfort with handling phone systems, email routing, and general front office operations.

• Prior experience supporting a laboratory, industrial, or manufacturing setting is beneficial.

• Experience coordinating purchase orders, vendor interactions, or basic procurement activities.

• Familiarity with invoicing processes and compiling documentation for billing purposes.

• Ability to follow established safety, confidentiality, and non-disclosure protocols.

• Professional, courteous demeanor when interacting with clients, vendors, and colleagues.

• Proactive approach to problem-solving and willingness to assist where needed across the office and laboratory team.

This role is based in a laboratory facility in Columbus that operates in a fast-paced, time-sensitive environment. The position is primarily on-site at the front office and reception area, with frequent interaction with laboratory staff, visitors, vendors, and couriers. The work involves regular use of office technologies such as computers, Microsoft Excel and Outlook, phone systems, and standard office equipment. The environment requires adherence to safety and non-disclosure sign-in protocols for all visitors, reflecting a focus on security and compliance.

The reception and office areas are professional and…