Admin Office Assistant

About the role

The Administrative Assistant provides comprehensive administrative and operational support to the Aptyx Management Team. This role ensures efficient office operations, supports production-related administrative activities, and assists Customer Service and Office Management functions. It plays a critical role in maintaining data accuracy, supporting cross-functional teams, and contributing to a positive, compliant, and customer-focused work environment.

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