Adminstrative Assistant / Front Office Coordinator

Job description

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! ### Responsibilities **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 ### Qualifications - 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