Administrative Assistant

BPS Bioscience, Inc.; San Diego (CA); On-site; USD 42,000 - 48,000; Full time

Benefits offered by this job

401k with 4% company match

Companywide lunches quarterly

Medical/Dental/Vision health insurance

Job summary

BPS Bioscience, Inc. is seeking an Administrative Assistant to support the Supply Chain Management team. You will process customer purchase orders, enter sales orders into NetSuite, and ensure orders are complete and documented before approval.

The role collaborates with Sales to resolve missing information and maintains accurate customer records. You will provide clerical and administrative support across Operations, Supply Chain, and Sales, handling data entry, filing, and general office

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or related field preferred.
• 0-2 years of experience in order entry, customer service, or administrative support; biotech experience a plus.
• Experience with ERP systems (NetSuite preferred).
• Proficient with Microsoft Office Suite (Outlook, Word, Excel).
• Strong attention to detail and accuracy in data entry.
• Excellent organizational and time management skills.
• Ability to work independently and across teams.

Responsibilities

• Process customer purchase orders received via email, fax, phone, and web channels, and accurately enter sales orders into NetSuite.
• Review orders for accuracy and completeness including PO numbers, catalog numbers, quantities, pricing, and terms.
• Assign appropriate customer account, sales rep, region, and order contact to each order.
• Coordinate with Sales to obtain missing information or documentation as needed.
• Maintain sales order records in NetSuite with supporting documents.
• Communicate completed orders to internal teams for timely processing.
• Keep customer records up to date with changes in names, addresses, and corporate info.
• Identify discrepancies and escalate for resolution.
• Monitor inboxes and assist with routine admin requests.
• Perform general admin duties and data entry tasks.
• Provide support to Operations, Supply Chain, and Sales teams.

Skills

Attention to detail

Organizational skills

Verbal and written communication

Data entry

Team collaboration

Independent work

Education

High school diploma or equivalent

Associate's degree

Bachelor's degree

Tools

NetSuite

Microsoft Office

Job description

Job Overview

The Administrative Assistant is an entry-level role supporting the Supply Chain Management team. This role processes customer purchase orders and enters sales orders in ERP system NetSuite, making sure each order is accurate, complete, and supported by any required documentation before it moves to the approval stage. The Administrative Assistant works closely with Sales to resolve missing documentation or other discrepancies, keeps customer records up to date, and provides clerical and administrative support to the Operations, Supply Chain, and Sales teams.

Responsibilities:

• Process customer purchase orders received through email, fax, phone, and web channels, and accurately enter sales orders into NetSuite.
• Review purchase orders for accuracy and completeness, including purchase order numbers, catalog numbers, quantities, pricing, billing and shipping information, payment terms, and special requests.
• Assign the appropriate customer account, sales representative, sales region, and order contact to each sales order.
• Review orders for required documentation, including applicable licensing agreements, and coordinate with Sales to obtain missing information or documentation.
• Maintain complete sales order records in NetSuite by attaching purchase orders, licensing agreements, and other supporting documentation.
• Communicate completed orders and relevant information to internal teams to facilitate timely order processing and fulfillment.
• Maintain accurate customer records, including changes to customer names, addresses, mailing contacts, and company information resulting from mergers or other organizational changes.
• Identify order discrepancies or incomplete information related to pricing, quotes, payment terms, documentation, or customer information and elevate issues to the appropriate team member for resolution.
• Monitor designated inboxes and assist with routine correspondence and administrative requests.
• Perform general administrative duties, including data entry, filing, recordkeeping, document organization, and maintenance of electronic records.
• Provide administrative and operational support to the Operations, Supply Chain, and Sales teams, as needed.
• Follow established company policies, procedures, and documentation requirements and complete all required training.
• Perform other duties as assigned

Requirements:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field preferred.
• 0-2 years of experience in order entry, customer service, or administrative support; experience in a life sciences or biotech environment is a plus.
• Experience with an ERP system (NetSuite preferred) is a plus.
• Proficient with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong attention to detail and accuracy in data entry.
• Excellent organizational and time management skills, with the ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively across teams.

Benefits

• 401k with 4% company match
• Companywide lunches are provided quarterly
• Medical/Dental/Vision health insurance plans
• Vacation and paid holidays

BPS Bioscience is an equal opportunity employer, regardless of race, color, religion, age, gender, sexual orientation, disability, or any other characteristic protected by applicable law.