Senior Office Administrator

Position Summary

The Senior Office Administrator is responsible for ensuring efficient administrative and operational support for laboratory functions. This role oversees office operations, manages supply inventories (both office and laboratory), and supports procurement activities to ensure uninterrupted lab and manufacturing operations. The position serves as a critical coordination point between lab teams, finance, procurement, and external vendors.

Key Responsibilities

• Provide day-to-day administrative support to laboratory leadership and staff
• Coordinate meetings, calendars, travel arrangements, and site logistics
• Maintain organized records, documentation, and filing systems (digital and physical)
• Manage internal communications and ensure timely dissemination of relevant updates
• Serve as a support for onboarding and offboarding activities for employees, contractors, and visitors

Office Supply Management

• Oversee office supply inventory levels and ensure adequate stock at all times
• Establish reorder thresholds and maintain supply tracking systems
• Identify opportunities for standardization and cost optimization
• Cook with vendors to ensure timely delivery and issue resolution

Procurement Support

• Support purchasing activities in alignment with company procurement policies
• Create and track purchase orders (POs), ensuring accuracy and timely processing
• Liaise with procurement, finance, Legal and vendors to resolve invoicing and payment issues
• Assist with vendor onboarding, documentation, and compliance requirements
• Monitor spend against budget and identify cost-saving opportunities

Laboratory Supply Management

• Manage inventory of laboratory consumables, reagents, and general lab supplies
• Cook with lab teams to forecast supply needs based on usage and project timelines
• Ensure critical materials are available to avoid operational disruptions
• Track expiration dates, storage conditions, and compliance requirements
• Support implementation of inventory management systems and best practices

Experience & Education Requirements

• 3-5 years of experience in office management, laboratory operations, or administrative support
• Bachelor's degree in Business Administration, Life Sciences, or related field preferred
• Experience supporting procurement processes and vendor management preferred
• Familiarity with laboratory environments and supply requirements strongly preferred
• Proficiency in MS Office (Excel, PowerPoint, Outlook) and ERP systems (e.g., SAP) preferred

Skills

• Strong organizational and multitasking skills with attention to detail
• Ability to manage competing priorities in a fast-paced environment
• Effective communication and stakeholder management skills
• Problem-solving mindset with a focus on operational efficiency
• Financial acumen and cost-conscious decision-making
• High level of reliability, discretion, and professionalism