Site Office Administrator

Position Summary:

The Site Office Administrator provides day-to-day administrative and operational support for the Winston-Salem, NC sites. This role assists with office services, non-GMP vendor coordination, visitor management, meeting and event logistics, documentation, and facilities-related support activities. The Site Office Administrator helps maintain a safe, organized, efficient, and welcoming workplace by supporting employees, visitors, vendors, and internal partners and escalating issues as needed.

Essential Duties & Responsibilities:

• Vendor & Facilities Coordination
  • Support non-GMP vendor coordination, including security, housekeeping, catering, and office services providers.
  • Serve as a day-to-day point of contact for vendor service requests, routine follow-up, and issue escalation.
  • Assist with facilities-related services, including cleaning schedules, waste management, maintenance support, and related requests.
  • Help support vendor adherence to site policies, safety expectations, and routine service requirements by coordinating follow-up and escalating concerns.
  • Maintain and update service request information, vendor documentation, and related records as directed.
• Security & Visitor Management
  • Support site security coordination in partnership with security vendors and internal stakeholders.
  • Support visitor control processes, including visitor logs, badge management, sign-in procedures, and site access protocols.
  • Help provide a professional, efficient, and compliant visitor experience in alignment with company and site expectations.
  • Maintain GMP visitor log entries and related documentation.

• Office Operations & Administrative Support
  • Support office supply inventory, ordering, and distribution to help ensure adequate availability across the site.
  • Coordinate catering requests for meetings, events, and site activities.
  • Support mail distribution, shipping/receiving coordination, and general office services.
  • Support audit readiness as required.
• Meeting & Event Coordination
  • Assist with ordering and arrangements for outside catering/meals for internal meetings and outside events.
  • Schedule and support internal and external meetings, including room coordination, logistics, and technology setup.
  • Provide logistical and administrative support for site-wide activities, employee engagement events, and internal communications.
• Site-wide Coordination & Employee Experience
  • Serve as a support contact for site-wide operational requests, routine communication, and administrative follow-up.
  • Support onboarding logistics in partnership with HR and Facilities (workspace readiness, badges, supplies).
  • Share observations and suggestions that may help improve workplace experience, operational efficiency, and service delivery.
• Continuous Improvement & Compliance
  • Support process improvements related to office operations and vendor coordination by identifying needs, sharing feedback, and assisting with implementation.
  • Maintain GMP training requirements as defined by the role.
  • Follow company policies, safety standards, and applicable site procedures; escalate questions or concerns as appropriate.
  • Maintain organized records and documentation to support audit readiness, routine follow-up, and operational needs.

Qualifications:

• Education/Training:
  • High school diploma or equivalent required; associate degree or coursework in Business Administration, Office Administration, Facilities, or a related field preferred.
  • Equivalent administrative, office coordination, or site support experience may be considered in lieu of preferred education.
• Experience:
  • 2–4+ years of experience in office administration, administrative support, facilities coordination, or site operations support.
  • Experience coordinating with vendors, service providers, or internal support teams in a corporate, manufacturing, or regulated environment preferred.
  • Experience supporting employees, visitors, meetings, events, and day-to-day office needs in a fast-paced environment.
• Knowledge:
  • Working knowledge of office operations, administrative processes, facilities coordination, and basic vendor support practices.
  • Basic understanding of workplace safety, visitor management, and site compliance expectations.
  • Proficiency with Microsoft Office tools, including Outlook, Excel, Word, Teams, and PowerPoint.
• Skills:
  • Strong organizational and time management skills with the ability to coordinate multiple requests and priorities.
  • Clear and professional communication skills with the ability to work effectively with employees, visitors, vendors, and cross-functional partners.
  • High attention to detail with the ability to maintain accurate records, logs, and documentation.
  • Sound judgment and problem-solving skills with the ability to identify issues, escalate appropriately, and follow through on routine matters.
  • Customer-service mindset with a focus on providing a professional, helpful, and welcoming experience for employees and visitors.
• Certifications/Licenses:
  • n/a