Administrative Assistant/Office Coordinator

Key Responsibilities

• Provide professional front-desk coverage by greeting visitors, managing office access, coordinating deliveries and shipping, and maintaining organized reception and common areas.
• Monitor inventory and purchase office and routine workplace supplies through approved vendors, maintaining appropriate stock levels and supporting receipt and expense reconciliation.
• Maintain clean, organized, and well-stocked kitchen and breakroom areas, coordinate routine orders and cleanouts, and escalate appliance, plumbing, pest, or maintenance issues as needed.
• Coordinate meeting, interview, lunch, and company-event logistics, including headcounts, dietary needs, catering, room setup, vendor access, refreshments, and post-event cleanup.
• Manage parking-voucher inventory and distribution, provide parking instructions, maintain basic usage records, and assist with visitors or executive transportation arrangements when needed.
• Provide administrative support to VP-level staff, including expense reports and corporate-card reconciliation, receipt management, meeting and business-meal coordination, and occasional travel support.
• Conduct routine conference-room and common-area checks, reset spaces after use, report technology or facility issues, and submit or track basic workplace service requests.
• Serve as an administrative contact for routine workplace vendors, maintain vendor information, schedule service visits, coordinate building access, and route invoices for approval.
• Coordinate the workplace portion of new-hire onboarding by preparing workspaces and supplies, supporting badges and building access, providing parking and office orientation, and partnering with Facilities, EHS, IT, and People & Culture.
• Complete daily, weekly, and monthly workplace checks and reconciliations, including reception coverage, inventory and ordering, meeting preparation, expense follow-up, vendor review, parking usage, and identification of facility needs.

Qualifications

• 1-2 years of experience in a similar role in biotechnology industry.
• Advanced knowledge and skills with Microsoft Outlook, Excel, PowerPoint, and Word
• Excellent interpersonal and collaborative skills.
• Excellent organizational skills
• Thrives in a fast-paced, ever-changing growth environment with the ability to work independently.
• Ability to navigate ambiguity and demonstrated flexibility with changing priorities
• Personifies positive energy and exemplifies respect