Administrative Assistant - Reporting & Business Operations

Inotiv; Madison (WI); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health and dental coverage

Disability insurance (short- and long-

Paid time off

Paid parental leave

401K

Job summary

Inotiv is seeking an Administrative Assistant - Business Operations to provide essential administrative and operational support to commercial, operations, and quality teams. The role coordinates business processes, maintains accurate records, supports pricing and order administration, and prepares routine reports.

You will manage data across ERP and CRM, review orders for accuracy, assist with quotes, organize documents, and collaborate with cross-functional teams to improve efficiency and

Qualifications

• Associate's or Bachelor's degree or equivalent experience.
• 2+ years of admin, operations, or data support experience.
• Advanced Microsoft Excel skills (nested formulas, macros, data analysis).
• High attention to detail and data accuracy.
• Strong organizational and time management skills.
• Experience with ERP systems (JDE, SAP, Oracle) preferred.
• Experience with CRM platforms preferred.
• Exposure to pricing, reporting, or supply chain processes preferred.

Responsibilities

• Prepare, maintain, and distribute recurring reports, spreadsheets, and business documentation on a daily, weekly, monthly, and annual basis.
• Produce accurate data and records across ERP, CRM, and other business systems, ensuring information is complete and up to date.
• Review orders for completeness and accuracy, including pricing, product details, classifications, lead times, and supporting documentation.
• Investigate and resolve order and documentation discrepancies by coordinating with internal teams.
• Support quote administration activities, including quote creation, tracking, follow-up reminders, and matching quotes to orders.
• Manage customer, product, pricing, and sales information within CRM and related business systems.
• Assist with new product, ingredient, diet, and item setup while ensuring required information is properly documented.
• Support pricing administration activities, including price updates, annual price roll processes, pricing resets, and customer-specific pricing maintenance.
• Maintain records and compliance documentation, including customer requests, invoices, and supporting materials such as test results.
• Coordinate system access requests, user setup, and general support for business applications and internal systems.
• Create, update, and maintain product datasheets, tags, forms, standard templates, and other business documents.
• Manage departmental communications, shared mailboxes, distribution lists, and routine correspondence.
• Collaborate with commercial, operations, quality, and customer service teams to support workflow coordination and issue resolution.
• Organize and maintain electronic files, records, and documentation to ensure accessibility and compliance with company standards.
• Identify opportunities to improve administrative processes, enhance documentation practices, and increase overall operational efficiency.
• Other duties as assigned.

Skills

Data analysis

Attention to detail

Process management

Cross-functional communication

Time management

Education

Associate's or Bachelor's degree or equivalent experience

Tools

ERP systems (JDE/SAP/Oracle)

CRM platforms

Job description

The Administrative Assistant - Business Operations provides essential administrative and operational support to commercial, operations, and quality teams. This role is responsible for coordinating business processes, maintaining accurate records and system data, supporting pricing and order administration activities, managing documentation, and preparing routine reports. The position requires strong organizational skills, attention to detail, and the ability to effectively coordinate activities across multiple departments.

Key Accountabilities

• Prepare, maintain, and distribute recurring reports, spreadsheets, and business documentation on a daily, weekly, monthly, and annual basis.
• Produce accurate data and records across ERP, CRM, and other business systems, ensuring information is complete and up to date.
• Review orders for completeness and accuracy, including pricing, product details, classifications, lead times, and supporting documentation.
• Investigate and resolve order and documentation discrepancies by coordinating with internal teams.
• Support quote administration activities, including quote creation, tracking, follow-up reminders, and matching quotes to orders.
• Manage customer, product, pricing, and sales information within CRM and related business systems.
• Assist with new product, ingredient, diet, and item setup while ensuring required information is properly documented.
• Support pricing administration activities, including price updates, annual price roll processes, pricing resets, and customer-specific pricing maintenance.
• Maintain records and compliance documentation, including customer requests, invoices, and supporting materials such as test results.
• Coordinate system access requests, user setup, and general support for business applications and internal systems.
• Create, update, and maintain product datasheets, tags, forms, standard templates, and other business documents.
• Manage departmental communications, shared mailboxes, distribution lists, and routine correspondence.
• Collaborate with commercial, operations, quality, and customer service teams to support workflow coordination and issue resolution.
• Organize and maintain electronic files, records, and documentation to ensure accessibility and compliance with company standards.
• Identify opportunities to improve administrative processes, enhance documentation practices, and increase overall operational efficiency.
• Other duties as assigned.

Minimum Requirements

Education & Experience

• Associate's or Bachelor's degree or equivalent experience
• 2+ years of administrative, operations, or data support experience
• Advanced Microsoft Excel skills (nested formulas, macros, data analysis)
• High attention to detail and data accuracy
• Strong organizational and time management skills
• Experience with ERP systems (JDE, SAP, Oracle) preferred
• Experience with CRM platforms preferred
• Exposure to pricing, reporting, or supply chain processes preferred

Skills & Abilities

• Data analysis and problem-solving
• Attention to detail and accuracy
• Process management and organization
• Communication and cross-functional collaboration
• Time management across multiple deadlines

Working Conditions & Physical Requirements

• Work in office, laboratory, feed manufacturing, and production environments.
• Regular use of computers and standard office equipment.
• Ability to communicate effectively in English with employees, customers, and business partners.
• Ability to stand, walk, bend, and perform routine physical activities as needed.
• Ability to lift and carry up to 25 pounds occasionally.
• Exposure to manufacturing environments, including dust, noise, and feed ingredients.
• Wear PPE where required and follow safety and biosecurity requirements.

*This position could be offered at different levels for candidates who qualify with a combination of advanced levels of education and/or years of experience. The salary range will adjust along with the level of the role to match the person's relevant experience and/or education level.

Inotiv is a growing contemporary drug discovery and development company where we "Play to Win" in an industry rich with opportunity. Together, we face challenges and together we win in the delivery of world-class drug discovery and development solutions that impact the health and well-being of people all over the world. There's an opportunity for everyone at all phases of a career, each individual's unique skill set has an impact on the work we conduct. If you have the talent and desire to impact the quality of people's lives, we have the career opportunities to make it happen. Join us in embracing research and science to impact the health and well-being of people all over the world.

Salary will be commensurate with experience and responsibilities. Benefits include health and dental coverage, short- and long-term disability, paid time off, paid parental leave, 401K, and more!

Inotiv is an Equal Opportunity Employer. It is our policy to provide a fair and equal employment opportunity to all persons, regardless of age, race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, genetic information, disability, national origin, veteran status, or any other basis prohibited by law. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination and access to benefits and training.