What are the responsibilities and job description for the Administration Support Specialist position at WuXi AppTec?
STA Pharmaceutical Co., Ltd., a WuXi AppTec company (WuXi STA), is seeking a highly organized and customer focused Administrative Support Specialist to support operations at our Drug Product Manufacturing facility in Middletown, Delaware.
This position serves as the primary point of contact for visitors, employees, contractors, vendors, and customers entering the laboratory facility. In addition to reception responsibilities, this role provides administrative support for site operations, employee services, meetings, events, travel coordination, office management, and general business functions.
The successful candidate will thrive in a fast paced and growing pharmaceutical manufacturing environment and possess strong organizational, communication, customer service, and multitasking skills.
Reception and Visitor Management
This position operates in an office, laboratory, and manufacturing support environment. The successful candidate must be comfortable working in a fast paced and evolving pharmaceutical manufacturing setting while maintaining professionalism, flexibility, and a customer service focused approach.
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, protected veteran status, or disability.
This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by management.
This position serves as the primary point of contact for visitors, employees, contractors, vendors, and customers entering the laboratory facility. In addition to reception responsibilities, this role provides administrative support for site operations, employee services, meetings, events, travel coordination, office management, and general business functions.
The successful candidate will thrive in a fast paced and growing pharmaceutical manufacturing environment and possess strong organizational, communication, customer service, and multitasking skills.
Reception and Visitor Management
- Serve as the primary receptionist for the laboratory facility.
- Welcome and assist visitors, contractors, vendors, customers, and employees in a professional and courteous manner.
- Manage visitor registration, badging, sign in procedures, and site access requirements.
- Coordinate visitor schedules and communicate arrival information to employees and management.
- Maintain reception and lobby areas in a clean, organized, and professional manner.
- Answer, screen, and direct incoming telephone calls and inquiries.
- Coordinate conference room reservations and visitor meeting logistics.
- Provide administrative support to site leadership and functional departments.
- Schedule meetings and coordinate meeting logistics, including room reservations, catering, and audiovisual support.
- Assist with calendar management and coordination of site activities.
- Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
- Maintain departmental records, files, and administrative documentation.
- Support employee onboarding activities, including workspace preparation, orientation scheduling, and coordination with internal departments.
- Coordinate office supply inventory, ordering, and distribution.
- Support administrative vendors and site services, including catering, housekeeping, office equipment, and other facility related services.
- Assist with travel arrangements, transportation coordination, and visitor accommodations as needed.
- Support administration of corporate apartments, visitor housing arrangements, and employee relocation logistics when applicable.
- Process business card requests, office supply requests, and other administrative service requests.
- Assist with workspace assignments and office move coordination.
- Support employee engagement activities, site events, meetings, training sessions, and company functions.
- Assist with employee communications and site announcements.
- Support conference room scheduling and management processes.
- Maintain office equipment and coordinate service requests when necessary.
- Provide administrative support for special projects and site initiatives.
- Follow all company policies, procedures, and safety requirements.
- Support visitor compliance with site safety requirements and access procedures.
- Maintain confidentiality of company, employee, customer, and business information.
- Assist with maintaining records and documentation required for audits and inspections.
- Demonstrate commitment to Environmental, Health, and Safety (EHS) expectations.
- Perform additional administrative and operational support duties as assigned.
- Support the site team in achieving operational and organizational objectives.
- High school diploma or GED required.
- Associate degree or additional administrative, business, or office management training is preferred but not required.
- Minimum of 3 to 5 years of experience in administrative support, office coordination, executive assistance, receptionist, customer service, or related administrative roles.
- Experience supporting manufacturing, pharmaceutical, biotechnology, engineering, laboratory, construction, or industrial environment is preferred but not required.
- Experience coordinating meetings, events, visitors, travel arrangements, and office operations is highly desirable.
- Equivalent combinations of education, training, and relevant experience will be considered.
- Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong computer literacy and ability to learn new software applications and business systems.
- Experience using office equipment including printers, scanners, copiers, and conference room technology.
- Ability to manage electronic files, records, calendars, and shared documents.
- Experience scheduling meetings, managing calendars, and coordinating conference room reservations.
- Strong data entry and administrative recordkeeping skills with a high level of accuracy and attention to detail.
- Ability to utilize web-based systems, forms, databases, and document management platforms.
- Experience with SAP, ERP systems, document management systems, or similar business applications is preferred.
- Ability to troubleshoot basic technology issues and coordinate with IT support when necessary.
- Exceptional customer service and interpersonal skills.
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Professional and welcoming demeanor.
- Ability to prioritize work and manage multiple assignments simultaneously.
- Strong attention to detail and accuracy.
- Computer proficiency and confidence working with various software platforms and technology tools.
- Ability to maintain confidentiality and handle sensitive information.
- Self motivated with the ability to work independently and as part of a team.
- Strong problem solving and critical thinking skills.
- Positive attitude and strong commitment to teamwork.
- Ability to sit, stand, and walk throughout the workday.
- Ability to occasionally lift to 25 pounds.
- Ability to move throughout office, laboratory, and manufacturing facilities as needed.
This position operates in an office, laboratory, and manufacturing support environment. The successful candidate must be comfortable working in a fast paced and evolving pharmaceutical manufacturing setting while maintaining professionalism, flexibility, and a customer service focused approach.
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, protected veteran status, or disability.
This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by management.