Admin Office Assistant

The Administrative Assistant provides comprehensive administrative and operational support to the Aptyx Management Team. This role is responsible for ensuring efficient office operations, supporting production-related administrative activities, and assisting Customer Service and Office Management functions.

This position plays a critical role in maintaining data accuracy, supporting cross-functional teams, and contributing to a positive, compliant, and customer-focused work environment.

Key Responsibilities

Administrative & Office Support

• Serve as the first point of contact by answering and directing phone calls and greeting visitors
• Prepare, format, and distribute correspondence, reports, presentations, and other documents
• Maintain organized filing systems (electronic and physical)
• Coordinate meetings, communications, and general office activities
• Provide day-to-day administrative support to the Management Team

Operational & Production Support

• Issue and manage Purchase Orders (POs) and Production Orders
• Support production scheduling activities and assist with coordination of daily production meetings
• Enter and maintain accurate direct and indirect labor data in ERP systems
• Assist with inventory activities including cycle counts and reconciliation as needed
• Order and maintain supplies, materials, and office inventory

Customer Service & Office Management Support

• Serve as backup support for Customer Service and Office Management functions
• Interface with customers as needed to support inquiries and order processing
• Assist with invoicing and related documentation
• Support internal and external communications to ensure timely and accurate information flow

Facilities & Coordination

• Manage office and facility-related administrative tasks including:
• • Janitorial and office supply inventory
  • Breakroom and conference room supplies
  • Water deliveries and general site needs
• Coordinate lab coat distribution and tracking
• Oversee door access badge issuance and activation

Compliance, Quality & Safety

• Adhere to all Aptyx safety policies and procedures; prioritize a safe work environment
• Follow Good Manufacturing Practices (GMP) and applicable regulatory requirements
• Maintain accuracy and integrity of all data and documentation
• Identify and communicate any deviations or nonconformities to management
• Support a culture of quality, continuous improvement, and accountability

General Expectations

• Demonstrate strong judgment, professionalism, and attention to detail
• Contribute to a positive team environment through communication and collaboration
• Adapt to changing priorities and support additional responsibilities as assigned

Qualifications

Education & Experience

• High School Diploma required; Associate's Degree preferred
• 2+ years of administrative, office support, or related experience preferred
• Experience in a manufacturing or regulated environment (ISO 9001 / ISO 13485) is a plus

Skills & Competencies

• Strong organizational and multitasking skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Experience with ERP systems (e.g., IQMS, Epicor) preferred
• Strong attention to detail and data accuracy
• Ability to work cross-functionally and support multiple stakeholders
• Demonstrated initiative, flexibility, and problem-solving ability

Physical Requirements

• Regular use of hands for computer and office equipment operation
• Ability to sit, stand, and move within an office and manufacturing environment
• Close vision required for computer work and documentation

Work Environment

• Combination of office and controlled manufacturing environment
• May require use of PPE (e.g., safety glasses, hair nets, smocks) depending on area
• Exposure to standard manufacturing conditions in a regulated facility

Performance Measures

Performance will be evaluated based on:

• Accuracy and quality of work
• Productivity and responsiveness
• Data integrity and compliance
• Communication and teamwork
• Attendance and adherence to company policies
• Contribution to operational and team objectives