Administrative Support Specialist

Avantor; Phillipsburg (NJ); In loco; USD 46.000 - 73.000; Tempo pieno

Vantaggi offerti da questo lavoro

Medical coverage

Dental coverage

Vision coverage

Wellness programs

Health savings and flexible spending

401(k) plan with company match

Employee stock purchase program

11 paid holidays

18 PTO days annually

Parental leave

Descrizione del lavoro

Avantor is seeking an Administrative Support Specialist to perform complex administrative and operational duties at our Phillipsburg, NJ site. You will coordinate with cross-functional teams and external vendors, prepare reports, and support senior leaders while handling confidential information.

The role includes calendar management, event coordination, document control, and onboarding support with HR and IT.

Competenze

• High school diploma or equivalent required; Bachelor’s degree preferred.
• 2–3 years of administrative or operational support experience in manufacturing/biotech setting preferred.
• Experience processing Purchase Orders (POs) and coordinating with vendors.
• Proficient in Microsoft Office; familiarity with SAP/ERP systems.
• Ability to manage multiple priorities with minimal supervision; strong communication skills.

Mansioni

• Provide advanced administrative support and coordination across internal teams and external vendors.
• Assist with expense tracking, cost allocation, and documentation management.
• Prepare reports, dashboards, and business presentations for site leadership.
• Coordinate HR onboarding logistics and IT onboarding needs; manage calendar and meetings.
• Support facilities projects, mailroom operations, and site KPI reporting.

Conoscenze

Microsoft Office Suite

SAP/ERP

PO processing

KPI tracking

Data reporting

Interpersonal communication

Calendar management

Formazione

High school diploma or equivalent

Bachelor's degree preferred

Strumenti

SAP

ERP system

Descrizione del lavoro

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.
• 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-changing science. The work we do changes people's lives for the better. It brings new patient treatments and therapies to market, giving a cancer survivor the chance to walk his daughter down the aisle. It enables medical devices that help a little boy hear his mom’s voice for the first time. Outcomes such as these create unlimited opportunities for you to contribute your talents, learn new skills and grow your career at Avantor. We are committed to helping you on this journey through our diverse, equitable and inclusive culture which includes learning experiences to support your career growth and success. At Avantor, dare to go further and see how the impact of your contributions set science in motion to create a better world.

Pay Transparency:

The expected pre-tax pay for this position is $45,500.00 - $73,025.00 Actual pay may differ depending on relevant factors such as prior experience and geographic location.

EEO Statement:

We are an Equal Employment/Affirmative Action employer and VEVRAA Federal Contractor. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state/province, or local law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at [e-mail] and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address. For more information about equal employment opportunity protections, please view the Know Your Rights poster.

Privacy Policy:

We will use the personal information that you have submitted to us in order to consider your application for the relevant role. Your privacy is important to us. Please click here for our Privacy Policy which explains the purposes for which we will use your personal information and the ways in which we will handle and retain your information. It also explains the rights you have in relation to your information, and how to contact us with any queries or requests.

3rd Party Non-Solicitation Policy:

By submitting candidates without having been formally assigned on and contracted for a specific job requisition by Avantor, or by failing to comply with the Avantor recruitment process, you forfeit any fee on the submitted candidates, regardless of your usual terms and conditions. Avantor works with a preferred supplier list and will take the initiative to engage with recruitment agencies based on its needs and will not be accepting any form of solicitation.

Benefits

• medical coverage
• dental coverage
• vision coverage
• wellness programs
• health savings and flexible spending accounts
• a 401(k) plan with company match
• an employee stock purchase program
• 11 paid holidays
• accrue 18 PTO days annually
• eligible for volunteer time off
• 6 weeks of 100% paid parental leave (except in states that offer paid family leave)

Avantor®, a Fortune 500 company, is a leading global provider of mission-critical products and services to customers in the biopharma, healthcare, education & government, and advanced technologies & applied materials industries. Our portfolio is used in virtually every stage of the most important research, development and production activities in the industries we serve. One of our greatest strengths comes from having a global infrastructure that is strategically located to support the needs of our customers. Our global footprint enables us to serve more than 225,000 customer locations and gives us extensive access to research laboratories and scientists in more than 180 countries. We set science in motion to create a better world.