Administrative Assistant

Summary:
This position will be responsible for offering Procurement, Logistics, and administrative support of an R&D facility involving chemistry, biosafety and electromechanical system labs for medical devices and drug products.


Essential Duties and Responsibilities:
* Greet and welcome guests.
* Answer, screen, and forward incoming phone calls.
* Ensure reception area is tidy and presentable.
* Order front office supplies and keep inventory of stock.
* Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
* Update calendars and schedule meetings.
* Track and report costs to upper management.
* Keep updated records of office expenses and costs.
* Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
* Coordinate with departmental staff to coordinate activities.
* Coordinate with outside vendors.
* Act as liaison between customers and various departments.
* Maintain customer and vendor relations.
* Receive, sort, and distribute daily mail/deliveries.
* Provide national and international shipping support.
* Lead direct and indirect procurement efforts for the site.
* Ensure that accounts are paid in full, and notify the clients or supervisors when accounts are past due.
* Create and manage invoices and credit memos.
* Oversee accounting functions, including sales, general accounting, accounts payable, and accounts receivable.
* Review financial records for accuracy and review billing invoices, purchase orders, and inventory reports, and monitor the accounts payable and accounts receivable functions.
* Other duties as assigned.

Qualifications:
* 4+ years experience in operations of a large-scale (100+) volume R&D/Manufacturing environment, including customer service, receiving, inventory, stocking, purchasing, logistics.
* Proficiency in Microsoft Office Suite.
* Hands-on experience with office equipment.
* Professional attitude and appearance.
* Solid written and verbal communication skills.
* Ability to be resourceful and proactive when issues arise.
* Excellent organizational skills.
* Multitasking and time-management skills, with the ability to prioritize tasks.
* Customer service attitude.

Education and/or Experience:
* Associate degree in related field with 4+ years' experience.
* High School Diploma with 6+ years experience.

Physical Requirements:
* This position may involve exposure to biohazards, and hazardous chemicals.
* Ability to lift/carry 25 lbs.
* Bend, stoop, sit, kneel and/or stand for extended periods of time.