Adminstrative Assistant / Front Office Coordinator
LocationNashville, Tennessee
Work modeon-site
Typefull-time
DepartmentG&A, Human Resources
Company size11+ people
First seen1w ago
Last seen22h ago
About the role
We’re looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors, while also playing a key role in supporting our Quality team’s documentation and compliance efforts. In this role, you’ll balance guest-facing hospitality — greeting visitors, coordinating client and auditor logistics, keeping our office running like clockwork — with detail-oriented administrative support in a regulated, GMP/GDP environment. If you thrive on variety, take pride in organization, this role would be a great fit for you!
Responsibilities
Front Desk & Office Management
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Greet and check in visitors, clients, vendors, and contractors; manage sign-in/badging per site security protocols
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Answer, screen, and route incoming calls and general inquiries
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Maintain a clean, professional, welcoming reception and lobby area
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Manage incoming/outgoing mail, packages, and courier/shipping arrangements
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Order and maintain office and breakroom supplies; manage vendor relationships
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Coordinate conference room scheduling and set-up for meetings and client visits (ordering food, creating agendas, etc.)
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Support administrative facilities tasks such as badge access requests
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Assist People Operations with new-hire logistics for orientation (workspace setup, badges, welcome materials)
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Manage incoming and outgoing mail
Client & Visitor Support
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Serve as the face of the company for clients, audits, site tours, and other stakeholder visits
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Coordinate visitor and candidate schedules with hosts
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Arrange catering, hospitality, and logistics for client visits and audits
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Assist with travel/accommodation coordination for visiting clients, auditors, or executives
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Assist with travel/accommodation of candidates for interviews occasionally, and for employees who require accommodations for business-related travel
Scan, upload, label, and file quality documents (SOPs, batch records, deviation reports, CAPAs, certificates of analysis) per document control procedures
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Support maintenance of physical and electronic quality filing systems, ensuring accuracy, version control, and confidentiality
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Assist with data entry and record-keeping in quality management systems (QMS/eQMS)
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Maintain strict confidentiality and adherence to Good Documentation Practices (GDP)
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Support archiving, retrieval, and retention of quality records per retention policies
Qualifications
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High school diploma required; Associate’s degree preferred
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1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred
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Familiarity with GDP/GMP concepts a plus, but not required - training provided
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Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)
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Excellent organization and attention to detail
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Strong verbal/written communication and a professional, welcoming demeanor
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Ability to handle confidential and proprietary information with discretion
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Comfortable managing competing priorities in a fast-paced environment