What are the responsibilities and job description for the Office Administrator position at Viant Medical?
Onsite – Wilmington, MA
Part Time – 30 hours per week
Join Our Team!
Viant is seeking a highly organized and detail-oriented Office Administrator to support daily front office operations and ensure a smooth, welcoming environment for staff and visitors. This part-time, 30-hour-per-week role involves a variety of administrative, logistical, and customer service responsibilities, including office coordination, data entry, event planning, and basic bookkeeping. Ideal candidates will bring 3–5 years of experience, strong communication skills, and proficiency in Microsoft Office tools.
Essential duties and responsibilities
Part Time – 30 hours per week
Join Our Team!
Viant is seeking a highly organized and detail-oriented Office Administrator to support daily front office operations and ensure a smooth, welcoming environment for staff and visitors. This part-time, 30-hour-per-week role involves a variety of administrative, logistical, and customer service responsibilities, including office coordination, data entry, event planning, and basic bookkeeping. Ideal candidates will bring 3–5 years of experience, strong communication skills, and proficiency in Microsoft Office tools.
Essential duties and responsibilities
- Coordinates day-to-day front office operations, which include: reception, phone management, mail, administrative support, shipping and receiving, projects, data entry, meeting coordination, etc.
- Ensures quality customer service to clients, visitors and staff
- Office administration:
- Oversee shipping and receiving logistics
- Support the design and development team with office tasks such as customer lunches, conference room set ups, special projects, etc.
- Assist with basic bookkeeping including invoice payments and credit card reconciliation.
- Maintain accurate data entry and organized filing systems
- Manage procurement of general office, lab, and kitchen supplies. Ensure all inventory spaces are stocked and well maintained.
- Schedule office equipment maintenance
- Point of contact for building maintenance and management.
- Facilitate monthly town hall meetings and organize company events.
- Environment Health and Safety contact for the site
- Participates in various teams, projects or company meetings
- Complies with all work rules including those pertaining to safety, health, quality, and the Quality Management System
- Performs other duties as necessary
- Follow and adhere to standard work
- 3-5 years experience working within a professionally managed business; Prior operations, customer service or purchasing/buying experience preferred.
- Demonstrated ability to use Word, Excel, PowerPoint, Outlook with proficiency; Advanced Excel skills preferred
- Able to communicate effectively in English; demonstrated success with verbal and written business communications
- This individual must have the ability to interface with customer, employees and management at various levels within the organization
- Must be detail-oriented, organized and able to handle multiple projects simultaneously
- Maintains a high level of professionalism, integrity and trust; Able to handle sensitive information and maintain confidentiality
- Must be able to work under pressure to meet deadlines and changing priorities
- While rare, position may be required to work evenings/weekends to meet deadlines
- Excellent Excel, Word, Power Point skills
