Department Specialist
Job Description:
Summary:
This position will be responsible for offering Procurement, Logistics, and administrative support of an R&D facility involving chemistry, biosafety and electromechanical system labs for medical devices and drug products.
Essential Duties and Responsibilities:
- Greet and welcome guests.
- Answer, screen, and forward incoming phone calls.
- Ensure reception area is tidy and presentable.
- Order front office supplies and keep inventory of stock.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
- Update calendars and schedule meetings.
- Track and report costs to upper management.
- Keep updated records of office expenses and costs.
- Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
- Coordinate with departmental staff to coordinate activities.
- Coordinate with outside vendors.
- Act as liaison between customers and various departments.
- Maintain customer and vendor relations.
- Receive, sort, and distribute daily mail/deliveries.
- Provide national and international shipping support.
- Lead direct and indirect procurement efforts for the site.
- Ensure that accounts are paid in full, and notify the clients or supervisors when accounts are past due.
- Create and manage invoices and credit memos.
- Oversee accounting functions, including sales, general accounting, accounts payable, and accounts receivable.
- Review financial records for accuracy and review billing invoices, purchase orders, and inventory reports, and monitor the accounts payable and accounts receivable functions.
- Other duties as assigned.
Qualifications:
- 4+ years experience in operations of a large-scale (100+) volume R&D/Manufacturing environment, including customer service, receiving, inventory, stocking, purchasing, logistics.
- Proficiency in Microsoft Office Suite.
- Hands-on experience with office equipment.
- Professional attitude and appearance.
- Solid written and verbal communication skills.
- Ability to be resourceful and proactive when issues arise.
- Excellent organizational skills.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
Education and/or Experience:
- Associate degree in related field with 4+ years' experience.
- High School Diploma with 6+ years experience.
Physical Requirements:
- This position may involve exposure to biohazards, and hazardous chemicals.
- Ability to lift/carry 25 lbs.
- Bend, stoop, sit, kneel and/or stand for extended periods of time.