Office Administrator

Schedule: Monday - Friday, 8AM - 4:30PM

Position Summary
The incumbent is responsible for providing administrative support to the laboratory and business operations. Assigned functions include preparing reports and compiling search data and analysis on current trends to aid local leadership and functions include filing, scheduling, typing, and answering phones.

Essential Functions and Responsibilities
● Provide administrative support to assigned functions including personnel located offsite.
● Coordinates both internal and external visitors.
● Receive, screen and direct incoming telephone calls for assigned personnel and serve as a resource for client and company inquiries as needed.
● Responsible for managing incoming mail and packages.
● Manage or assist in event planning for a wide variety of office events, including ordering catering.
● Manage conference room availability and conference set up needs.
● Perform administrative tasks such as ordering supplies and maintaining equipment by working with outside vendors both during and outside normal work hours (this includes overseeing lab coat and lab shoe programs and working with respective vendors).
● Make necessary meeting and travel arrangements for laboratory personnel.
● Produce written correspondences utilizing a combination of word processing, spreadsheet, database, calculations, and desktop publishing computer software.
● Maintain and update manual filing and storage systems to ensure timely document retrieval. Coordinate record retention and disposal for the laboratory.
● Maintain knowledge of Laboratory Information Management System (LIMS) that is required to complete job responsibilities.
● Manage local onboarding and orientation for new employees.
● Communicates necessary information to the laboratory personnel, including the use of digital signage, email and bulletin boards.
● Perform local JDE functions and is the JDE onsite expert. This includes invoice review, invoice processing, purchasing card management, manual billing, warehouse stocking and inventory.
● Responsible for support and troubleshooting with the local time clock system.
● Perform other related duties as needed.

Communication
● Internal Interlocutors: Frequent contact with Executive Leadership, HR team and Corporate office employees, including remote staff.
● External Interlocutors: Contact with vendors is sometimes required to process invoices, clarify payments or to schedule service(s) onsite. Contact with customers or prospective clients at times to route the information through the proper channels.