Adminstrative Assistant​/Front Office Coordinator

We're looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors, while also playing a key role in supporting our Quality team's documentation and compliance efforts. In this role, you'll balance guest-facing hospitality — greeting visitors, coordinating client and auditor logistics, keeping our office running like clockwork — with detail-oriented administrative support in a regulated, GMP/GDP environment.

If you thrive on variety, take pride in organization, this role would be a great fit for you!

• Front Desk & Office Management
  • Greet and check in visitors, clients, vendors, and contractors; manage sign-in/badging per site security protocols
  • Answer, screen, and route incoming calls and general inquiries
  • Maintain a clean, professional, welcoming reception and lobby area
  • Manage incoming/outgoing mail, packages, and courier/shipping arrangements
  • Order and maintain office and breakroom supplies; manage vendor relationships
  • Coordinate conference room scheduling and set-up for meetings and client visits (ordering food, creating agendas, etc.)
  • Support administrative facilities tasks such as badge access requests
  • Assist People Operations with new-hire logistics for orientation (workspace setup, badges, welcome materials)
  • Manage incoming and outgoing mail
• Client & Visitor Support
  • Serve as the face of the company for clients, audits, site tours, and other stakeholder visits
  • Coordinate visitor and candidate schedules with hosts
  • Arrange catering, hospitality, and logistics for client visits and audits
  • Assist with travel/accommodation coordination for visiting clients, auditors, or executives
  • Assist with travel/accommodation of candidates for interviews occasionally, and for employees who require accommodations for business-related travel
  • Ensure visitors complete required documentation (visitor logs, safety briefings, etc.) before facility access
• Quality Team Administrative Support
  • Scan, upload, label, and file quality documents (SOPs, batch records, deviation reports, CAPAs, certificates of analysis) per document control procedures
  • Support maintenance of physical and electronic quality filing systems, ensuring accuracy, version control, and confidentiality
  • Assist with data entry and record-keeping in quality management systems (QMS/eQMS)
  • Maintain strict confidentiality and adherence to Good Documentation Practices (GDP)
  • Support archiving, retrieval, and retention of quality records per retention policies

• High school diploma required;
  Associate's degree preferred
• 1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred
• Familiarity with GDP/GMP concepts a plus, but not required - training provided
• Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)
• Excellent organization and attention to detail
• Strong verbal/written communication and a professional, welcoming demeanor
• Ability to handle confidential and proprietary information with discretion
• Comfortable managing competing priorities in a fast-paced environment
• Reliable, punctual, able to work on-site