Site Office Administrator
- Vendor & Facilities Coordination
- Support non-GMP vendor coordination, including security, housekeeping, catering, and office services providers.
- Serve as a day-to-day point of contact for vendor service requests, routine follow-up, and issue escalation.
- Assist with facilities-related services, including cleaning schedules, waste management, maintenance support, and related requests.
- Help support vendor adherence to site policies, safety expectations, and routine service requirements by coordinating follow-up and escalating concerns.
- Maintain and update service request information, vendor documentation, and related records as directed.
- Security & Visitor Management
- Support site security coordination in partnership with security vendors and internal stakeholders.
- Support visitor control processes, including visitor logs, badge management, sign-in procedures, and site access protocols.
- Help provide a professional, efficient, and compliant visitor experience in alignment with company and site expectations.
- Maintain GMP visitor log entries and related documentation.
- Office Operations & Administrative Support
- Support office supply inventory, ordering, and distribution to help ensure adequate availability across the site.
- Coordinate catering requests for meetings, events, and site activities.
- Support mail distribution, shipping/receiving coordination, and general office services.
- Support audit readiness as required.
- Meeting & Event Coordination
- Assist with ordering and arrangements for outside catering/meals for internal meetings and outside events.
- Schedule and support internal and external meetings, including room coordination, logistics, and technology setup.
- Provide logistical and administrative support for site-wide activities, employee engagement events, and internal communications.
- Site-wide Coordination & Employee Experience
- Serve as a support contact for site-wide operational requests, routine communication, and administrative follow-up.
- Support onboarding logistics in partnership with HR and Facilities (workspace readiness, badges, supplies).
- Share observations and suggestions that may help improve workplace experience, operational efficiency, and service delivery.
- Continuous Improvement & Compliance
- Support process improvements related to office operations and vendor coordination by identifying needs, sharing feedback, and assisting with implementation.
- Maintain GMP training requirements as defined by the role.
- Follow company policies, safety standards, and applicable site procedures; escalate questions or concerns as appropriate.
- Maintain organized records and documentation to support audit readiness, routine follow-up, and operational needs.
- Education/Training:
- High school diploma or equivalent required; associate degree or coursework in Business Administration, Office Administration, Facilities, or a related field preferred.
- Equivalent administrative, office coordination, or site support experience may be considered in lieu of preferred education.
- Experience:
- 2-4+ years of experience in office administration, administrative support, facilities coordination, or site operations support.
- Experience coordinating with vendors, service providers, or internal support teams in a corporate, manufacturing, or regulated environment preferred.
- Experience supporting employees, visitors, meetings, events, and day-to-day office needs in a fast-paced environment.
- Knowledge:
- Working knowledge of office operations, administrative processes, facilities coordination, and basic vendor support practices.
- Basic understanding of workplace safety, visitor management, and site compliance expectations.
- Proficiency with Microsoft Office tools, including Outlook, Excel, Word, Teams, and PowerPoint.
- Skills:
- Strong organizational and time management skills with the ability to coordinate multiple requests and priorities.
- Clear and professional communication skills with the ability to work effectively with employees, visitors, vendors, and cross-functional partners.
- High attention to detail with the ability to maintain accurate records, logs, and documentation.
- Sound judgment and problem-solving skills with the ability to identify issues, escalate appropriately, and follow through on routine matters.
- Customer-service mindset with a focus on providing a professional, helpful, and welcoming experience for employees and visitors.
- Certifications/Licenses:
- n/a
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