Administrative Assistant

Element Materials Technology; Bend (OR); On-site; USD 42,000 - 60,000; Full time

Job summary

Element Materials Technology Bend is seeking an Administrative Assistant to support daily operations in a cGMP-regulated environment. You will enter data in Microsoft Dynamics 365, manage vendor records, and provide admin support to the Office Manager and site staff.

As the primary receptionist, you will handle Visitor Management and ensure a welcoming experience for visitors and vendors while maintaining office supplies and coordinating replenishment as needed.

Qualifications

• Associate Degree preferred; an equivalent combination of education and experience will be considered.
• 2–3 years of experience in an administrative assistant, office coordinator, or similar role.
• Proficient in Microsoft Office applications; strong Excel, Word, and PowerPoint skills.
• Experience with ERP systems; D365 experience is a plus.
• Experience managing multi-line or VoIP phone systems in a professional office.
• Strong customer service skills and professional interactions with stakeholders.
• Willingness to learn new systems and processes with a continuous improvement mindset.
• Strong verbal and written communication; ability to collaborate across departments.
• Ability to work independently while contributing to a team.

Responsibilities

• Enter and maintain accurate data in Microsoft Dynamics 365, including POs, invoices, and requisitions.
• Manage vendor records, onboarding new vendors, and maintain the qualified vendor list.
• Provide administrative support to Office Manager, General Manager, and site staff.
• Serve as primary receptionist and manage Visitor Management System for visitors, customers, and vendors.
• Maintain and organize office and breakroom inventory; coordinate replenishment.

Skills

Customer service

Communication

Independent work

Education

Associate Degree

Tools

Microsoft Dynamics 365 (D365)

ERP systems

VoIP phone systems

Microsoft Office

Job description

Overview

Element has an opening for an Administrative Assistant position at our Extractables and Leachables (E&L) testing Center of Excellence in Bend, OR . This position will work in a cGMP-regulated environment under the direction of the Office Manager in an office setting.

This position will work collaboratively with team members to accomplish organizational goals, provide ideas to improve efficiency, and actively contribute to positive relationships with coworkers, vendors, and customers through effective communication and daily task management. The Administrative Assistant will also contribute to team continuous improvement initiatives.

This role offers an excellent opportunity to build and strengthen administrative, organizational, and customer service skills while supporting a team of scientific professionals. Element Bend is known for its focus, expertise, and scientific contributions in the field of E&L testing for the biopharmaceutical, pharmaceutical and medical device industries. As an Administrative Assistant, you will play a key role in supporting daily operations in a fast-paced environment that values collaboration, professionalism, and attention to detail. At the same time, we foster a casual, flexible, fun, and supportive team environment that encourages growth and teamwork.

Responsibilities

• Enter and maintain accurate data within Microsoft Dynamics 365 (D365), including creating purchase requisitions, tracking purchase orders, and generating customer invoices.
• Manage vendor records, including onboarding new vendors and maintaining the qualified vendor list within D365, ensuring alignment with the Approved Vendor List as maintained in the EQMS by QA.
• Provide administrative support to the Office Manager, General Manager, and site staff, assisting with daily office operations and administrative tasks.
• Serve as the primary receptionist and administer the Visitor Management System, ensuring a professional and welcoming experience for visitors, customers, and vendors.
• Maintain and organize office and breakroom inventory, monitoring supply levels and coordinating replenishment as needed.

Skills / Qualifications

• Associate Degree preferred. An equivalent combination of relevant education and experience will be considered.
• 2–3 years of experience in an administrative assistant, office coordinator, or similar support role.
• Proficient in Microsoft Office applications, with strong working knowledge of Excel, Word, and PowerPoint.
• Experience working with ERP systems required; experience with Microsoft Dynamics 365 (D365) is a plus.
• Experience managing multi-line or VoIP phone systems in a professional office environment.
• Strong customer service skills with the ability to interact professionally and effectively with both internal and external stakeholders.
• Demonstrated willingness to learn new systems and processes, with a continuous improvement mindset.
• Strong verbal and written communication skills with the ability to collaborate effectively across departments.
• Ability to work independently while contributing positively to a team-oriented environment.

Company Overview

Element is one of the fastest growing testing, inspection and certification businesses in the world. Globally we have more than 9,000 brilliant minds operating from 270 sites across 30 countries. Together we share an ambitious purpose to "Make tomorrow safer than today".

When failure in use is not an option, we help customers make certain that their products, materials, processes and services are safe, compliant and fit for purpose. From early R&D, through complex regulatory approvals and into production, our global laboratory network of scientists, engineers, and technologists support customers to achieve assurance over product quality, sustainable outcomes, and market access.

While we are proud of our global reach, working at Element feels like being part of a smaller company. We empower you to take charge of your career, and reward excellence and integrity with growth and development.

Industries across the world depend on our care, attention to detail and the absolute accuracy of our work. The role we have to play in creating a safer world is much bigger than our organization.

Diversity Statement

At Element, we always take pride in putting our people first. We are an equal opportunity employer that recognize diversity and inclusion as fundamental to our Vision of becoming "the world's most trusted testing partner".

All suitably qualified candidates will receive consideration for employment on the basis of objective work related criteria and without regard for the following: age, disability, ethnic origin, gender, marital status, race, religion, responsibility of dependents, sexual orientation, or gender identity or other characteristics in accordance with the applicable governing laws or other characteristics in accordance with the applicable governing laws.