Administrative Assistant

About the role

The Administrative Assistant supports the day-to-day operations of Colanar, a specialized company in advanced liquid filling systems and automated handling systems for the Life Sciences industries. This role requires a hands-on approach, versatility, and a willingness to learn and adapt.

Responsibilities

• Answer and direct incoming calls; greet and assist visitors and customers at the front reception area and provide facility access as needed.
• Prepare conference rooms and common areas for customer visits, meetings, and events, including coordinating lunches and other visitor needs.
• Provide general administrative and operational support to the Senior Vice President of Operations and the broader Colanar team.
• Organize and maintain office, production, and operational materials, including change-part bins and related equipment.
• Create, print, and apply labels for bins, parts, equipment, and other materials; create and update pictograms, diagrams, and visual materials for change parts and equipment.
• Support engraving-related activities and assist with office, facility, and organizational projects that improve efficiency.
• Run occasional local errands, including picking up materials, supplies, meals, or items from vendors.
• Perform general administrative tasks such as copying, scanning, filing, printing, data entry, and other team support.
• Utilize Microsoft Office applications, including Word, Excel, and Outlook, along with other company systems as needed.
• Maintain a clean, organized, and professional reception and office environment.
• Absorb and perform miscellaneous projects and tasks, adapt to changing priorities, and take on new responsibilities as business needs change.
• Communicate professionally and courteously with employees, customers, vendors, and visitors.

Qualifications

• A high school diploma or equivalent required.
• Previous administrative, office, receptionist, customer service, manufacturing, or general business experience preferred, but not required.
• Comfortable using computers and learning new software and systems.
• Working knowledge of Microsoft Office, particularly Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and shift priorities throughout the day.
• Professional and friendly communication skills.
• Dependable, punctual, and willing to take ownership of assigned tasks.
• Ability to work independently while also supporting a broader team.
• Comfortable performing a combination of office-based and hands-on tasks.
• Ability to interact professionally with customers, vendors, visitors, and employees.