Administrative Support Specialist

VWR, part of Avantor; United States; On-site; USD 46,000 - 73,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) with company match

Paid holidays and PTO

Job summary

Avantor is seeking an Administrative Support Specialist to provide comprehensive administrative and operational support within a manufacturing environment. The role involves coordinating cross-functional activities, handling confidential information, and supporting senior leaders.

You will manage research, reporting, and presentations, support expense tracking and documentation, and collaborate with Facilities and IT for onboarding and site projects. This onsite role is based in Phillipsburg, NJ.

Qualifications

• High school diploma or equivalent; Bachelor’s degree preferred.
• 2–3 years of administrative or operational support experience, preferably in manufacturing/biotech.
• Experience processing Purchase Orders.
• Experience supporting site-level or senior leadership, working with vendors and coordinating external partnerships.
• Familiarity with expense reporting, KPI tracking, and operational reporting tools.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Knowledge of SAP and ERP systems.

Responsibilities

• Perform advanced administrative support with independent judgment and prioritization.
• Coordinate cross-functional activities and communications with internal teams and external vendors.
• Conduct research, compile data, and prepare reports, dashboards, and presentations.
• Support expense tracking, cost allocation, and documentation management.
• Coordinate with Facilities and external vendors for site projects and updates.
• Track site KPIs and ensure timely, accurate reporting.
• Manage office operations including calendar and meeting coordination.
• Assist HR and Talent Acquisition processes, including onboarding logistics.

Skills

Administrative support

Vendor coordination

Data reporting

Expense tracking

Cross-functional collaboration

Multi-tasking

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

SAP

ERP system

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-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.

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.

• Avantor offers a comprehensive benefits package including medical, dental, and vision coverage, wellness programs, health savings and flexible spending accounts, a 401(k) plan with company match, and an employee stock purchase program.
• Employees also receive 11 paid holidays, accrue 18 PTO days annually, are eligible for volunteer time off and 6 weeks of 100% paid parental leave (except in states that offer paid family leave).
• These benefits may not apply to employees covered by a collective bargaining agreement or those subject to other eligibility rules.