Office Administrator/Engineering Document Controller

WuXi Biologics is a is a leading global open-access biologics technology platform offering end-to-end solutions to empower organizations to discover, develop, and manufacture biologics from concept to commercial manufacturing. WuXi Biologics’ achievements are a direct result of the efforts made by our employees. We have built an extraordinary team motivated by our PROUD culture of Passion, Reward, Opportunity, Unity, and Determination.WuXi Biologics offers exciting jobopportunities and careers around the globe. We currently employ over 12,000 people and provide services to more than 600 customers worldwide, including all the top 20 biopharmaceutical companies.

Job Summary

We are seeking a skilled and meticulous Office Administrator/Eng. Doc Controller to join Global Engineering US office. The ideal candidate will be responsible for providing administrative support to ensure efficient office operation and manage and control all engineering Doc./DWG etc. that are related to the capital project. This role requires a proactive and detail-oriented individual with excellent communication skills and the ability to multitask effectively in a fast-paced environment.

Responsibilities:

Office Administration

• Greet visitors and direct them to the appropriate personnel.
• Coordinate meetings, appointments, and conference room bookings, including scheduling, setup, and catering arrangements.
• Assist with the preparation of presentations and other reports.
• Maintain and update filing systems, databases, and project documentation to ensure accuracy and accessibility.
• Process incoming and outgoing mail, packages, and deliveries, including sorting, distribution, and shipment coordination.
• Order office supplies, equipment, and materials as needed, and ensure proper inventory management.
• Assist with travel arrangements and accommodations for staff members and visiting clients or partners.
• Coordinate office events, team-building activities, and celebrations to promote a positive work environment.
• Collaborate with other departments, such as finance, HR, and procurement, to support cross-functional activities.
• Assist with onboarding new employees, including preparing orientation materials and coordinating training schedules.
• As a bookkeeper, track/monitor US office expending against budget.
• Manage team’s training, coordinate with QA and other dept. to ensure each employee’s training is updated and record is properly maintained.
• Aid employees who are on “mobility” program from oversea administration.

Engineering Document Control

• Manage submittals in and out, including documents/ drawings and other correspondences between our office and equipment suppliers, service providers, construction company, and other vendors, assigning unique identifiers and metadata as necessary.
• Coordinate the distribution of engineering documents to project team members, subcontractors, and other stakeholders in a timely manner and enforce access controls.
• Review TOP for completeness and correctness before handing-over to C&Q team.
• Maintain accurate version control for all engineering documents, ensuring the latest revisions are readily accessible while obsolete versions are properly archived.
• Initiate Purchase Requests in the system to assist engineering procurement as needed.
• Provide assistance to Project Control group by routing invoices for review and approval.

Qualifications:

• Bachelor's degree in business administration, office management, Engineering or related field preferred.
• Proven experience as an office administrator, administrative assistant, or similar role.
• Proven experience in document control or records management.
• Familiarity with document management systems and software, such as Procore, or similar platforms.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong interpersonal skills and the ability to communicate effectively with internal and external stakeholders.
• Detail-oriented with a high level of accuracy in data entry and documentation.
• Ability to work independently with minimal supervision and maintain confidentiality when handling sensitive information.
• Professional demeanor and a positive attitude.

Preferred Qualifications:

• Certification or training in office administration, or related field.
• Certification in document control or records management (e.g., Certified Document Controller).
• Familiarity with Biopharmaceutic Industry-specific terminology, processes, and documentation.
• Proven experience in an engineering or technical environment.

WuXi Biologics is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.