Administrative Assistant

Overview

Element has an opening for an Administrative Assistant position at our Extractables and Leachables (E&L) testing Center of Excellence in Bend, OR. This position works in a cGMP-regulated environment under the direction of the Office Manager in an office setting. The Administrative Assistant will work collaboratively with team members to accomplish organizational goals, provide ideas to improve efficiency, and actively contribute to positive relationships with coworkers, vendors, and customers through effective communication and daily task management. This role supports a team of scientific professionals and offers an excellent opportunity to build and strengthen administrative, organizational, and customer service skills.

Responsibilities

• Enter and maintain accurate data within Microsoft Dynamics 365 (D365), including creating purchase requisitions, tracking purchase orders, and generating customer invoices.
• Manage vendor records, including onboarding new vendors and maintaining the qualified vendor list within D365, ensuring alignment with the Approved Vendor List as maintained in the EQMS by QA.
• Provide administrative support to the Office Manager, General Manager, and site staff, assisting with daily office operations and administrative tasks.
• Serve as the primary receptionist and administer the Visitor Management System, ensuring a professional and welcoming experience for visitors, customers, and vendors.
• Maintain and organize office and breakroom inventory, monitoring supply levels and coordinating replenishment as needed.

Qualifications

• Average of 2-3 years of experience in an administrative assistant, office coordinator, or similar support role.
• Proficient in Microsoft Office applications, with strong working knowledge of Excel, Word, and PowerPoint.
• Experience working with ERP systems required; experience with Microsoft Dynamics 365 (D365) is a plus.
• Experience managing multi-line or VoIP phone systems in a professional office environment.
• Strong customer service skills with the ability to interact professionally and effectively with both internal and external stakeholders.
• Demonstrated willingness to learn new systems and processes, with a continuous improvement mindset.
• Strong verbal and written communication skills with the ability to collaborate effectively across departments.
• Ability to work independently while contributing positively to a team-oriented environment.