Administrative Support Specialist

- United States - VWR International; Phillipsburg (NJ); On-site; USD 50,000 - 70,000; Full time

Job summary

Avantor is seeking an Administrative Support Specialist to perform complex administrative and operational tasks in a manufacturing environment, requiring independent judgment and interpretation of guidelines. The role supports site priorities, coordinates with cross-functional teams and external vendors, and may involve research, reporting, dashboards, and presentations.

This full-time onsite position in Phillipsburg, NJ covers expense tracking, cost allocation, document control, onboarding

Qualifications

• 2-3 years of administrative or operational support experience, preferably in a manufacturing or biotech setting.
• Experience processing Purchase orders (POs).
• Experience supporting site-level or senior leadership, coordinating external partnerships.
• Familiarity with expense reporting, KPI tracking, and operational reporting tools.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Responsibilities

• Perform advanced administrative support activities requiring independent judgment.
• Coordinate cross-functional activities and communications with internal teams and external vendors.
• Conduct research, compile data, and prepare reports, dashboards, presentations.
• Support financial and operational processes such as expense tracking, cost allocation, and documentation management.
• Partner with Facilities/Maintenance and external vendors to coordinate building-related projects.
• Track and support completion of site KPIs, ensuring reporting accuracy and timeliness.
• Manage office operations, including meeting coordination, calendar management, and workspace logistics.
• Plan and execute site events, meetings, and trainings, including communication and logistics.
• Oversee mailroom operations and shipments.
• Maintain document control systems in compliance with policies and regulations.
• Provide HR and Talent Acquisition support, including interview coordination and onboarding logistics.
• Coordinate with IT for onboarding needs, equipment setup, access, and workspace readiness.
• Communicate effectively with stakeholders at multiple levels to ensure alignment.
• Handle confidential information with professionalism and discretion.

Skills

Strong written and verbalCommunication

Ability to manage multiple priorities

Self-motivated and independent

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

SAP

ERP system

Microsoft Office

Job description

The Opportunity

Avantor is looking for an Administrative Support Specialist to perform a range of complex administrative and operational support activities requiring interpretation of established guidelines with the ability to make judgments where standard procedures may not fully apply.

The Administrative Specialist supports a broad scope of business processes within a manufacturing environment to ensure effective operations and drive efficiency. This role partners with cross-functional teams and external stakeholders to coordinate activities, manage information flow, and support site-level priorities. Responsibilities may include research, reporting, and preparation of presentations. Work may involve handling sensitive and confidential information and providing support to senior leaders.

This is a full-time position onsite at our Phillipsburg, NJ location.

How you will thrive and create an impact

• Perform advanced administrative support activities requiring independent judgment, prioritization, and adaptation of standard procedures.
• Coordinate cross-functional activities and communications with internal teams and external vendors to support site operations.
• Conduct research, compile data, and prepare reports, dashboards, presentations, and other business materials.
• Support financial and operational processes such as expense tracking, cost allocation, and documentation management.
• Partner with Facilities/Maintenance and external vendors to coordinate building-related projects, repairs, and site updates.
• Track and support completion of site KPIs, ensuring accuracy and timeliness of reporting.
• Manage office operations, including meeting coordination, calendar management, and workspace logistics.
• Plan and execute site events, meetings, and trainings, including communication and logistical coordination.
• Oversee mailroom operations, including incoming and outgoing shipments and distribution.
• Maintain document control systems (electronic and physical) in compliance with company policies and regulatory requirements.
• Provide support for HR and Talent Acquisition processes, including interview coordination and onboarding logistics.
• Coordinate with IT for onboarding needs, including equipment setup, access, and workspace readiness.
• Communicate effectively with stakeholders at multiple levels to exchange information, ensure alignment, and drive engagement.
• Handle confidential information with a high degree of professionalism and discretion.

What we're looking for

Education

• High school diploma or equivalent degree. Bachelors degree preferred.

Experience

• 2-3 years of administrative or operational support experience, preferably in a manufacturing, biotechnology or production industrial setting.
• Experience processing Purchase orders (PO's).
• Experience supporting site-level or senior leadership, working with vendors and coordinating external partnerships.

Additional Qualifications

• Experience supporting complex or technical business processes.
• Familiarity with expense reporting, KPI tracking, and operational reporting tools.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• SAP, ERP system knowledge.
• Demonstrated ability to manage multiple priorities and work independently with minimal supervision.
• Strong organizational, time management, and problem-solving skills.
• Strong written and verbal communication skills.

ENVIRONMENTAL WORKING CONDITIONS & PHYSICAL EFFORT

• Office & Plant Hybrid: Primarily works in a climate-controlled, quiet-to-moderate administrative office, with frequent entry into plant or industrial manufacturing areas.
• Safety Gear: May require personal protective equipment (PPE)-such as safety glasses, steel-toed boots, hard hats, or high-visibility vests-when stepping onto the plant floor.
• Schedule & Hours: Generally standard business hours, though subject to occasional overtime.
• Sedentary Core: Mostly sedentary work involving prolonged sitting at a desk, operating a computer, handling phones, and managing paperwork.
• Light-to-Moderate Exertion: Occasional standing, walking across the plant or warehouse, bending, stooping, or reaching.
• Handling Materials: Occasional lifting, carrying, pushing or pulling of office supplies, files, or light-to-moderate inventory items (typically up to 10-25 lbs.)
• Mobility: Requirements may include moving between different plant buildings or traveling locally for administrative errands or meetings.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Avantor is proud to be an equal opportunity employer.

Why Avantor?

Dare to go further in your career. Join our global team of 14,000+ associates whose passion for discovery and determination to overcome challenges relentlessly advances life-chan