Adminstrative Assistant / Front Office Coordinator

August Bioservices; Nashville (TN); On-site; USD 40,000 - 48,000; Full time

Job summary

August Bioservices seeks an Administrative Assistant/Front Office Coordinator to greet visitors and support the Quality team in a GMP/GDP environment. You will balance guest-facing hospitality with precise administrative tasks, ensuring a well-run office in a regulated setting.

The role involves managing sign-in procedures, coordinating audits/visits, and assisting with new-hire logistics. Strong organizational and communication skills are essential for success in this fast-paced, onsite

Qualifications

• High school diploma required; Associate's degree preferred.
• 1+ year in administrative/front desk roles; regulated environment experience preferred.
• Familiarity with GDP/GMP concepts a plus, but training provided.

Responsibilities

• Greet and check in visitors; manage sign-in/badging per site security.
• Answer, screen, and route calls and inquiries; maintain reception area.
• Coordinate conference room scheduling and client visits; arrange catering.
• Assist with travel/accommodation for visiting clients/auditors; manage leadership visits.

Skills

Front desk experience

Microsoft Office

Communication skills

Organization

Confidentiality

On-site availability

Education

High school diploma

Associate's degree preferred

Tools

QMS/eQMS

Job description

We're looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors, while also playing a key role in supporting our Quality team's documentation and compliance efforts. In this role, you'll balance guest-facing hospitality - greeting visitors, coordinating client and auditor logistics, keeping our office running like clockwork - with detail-oriented administrative support in a regulated, GMP/GDP environment. If you thrive on variety, take pride in organization, this role would be a great fit for you!

Responsibilities

Front Desk & Office Management

• Greet and check in visitors, clients, vendors, and contractors; manage sign-in/badging per site security protocols
• Answer, screen, and route incoming calls and general inquiries
• Maintain a clean, professional, welcoming reception and lobby area
• Manage incoming/outgoing mail, packages, and courier/shipping arrangements
• Order and maintain office and breakroom supplies; manage vendor relationships
• Coordinate conference room scheduling and set-up for meetings and client visits (ordering food, creating agendas, etc.)
• Support administrative facilities tasks such as badge access requests
• Assist People Operations with new-hire logistics for orientation (workspace setup, badges, welcome materials)
• Manage incoming and outgoing mail

Client & Visitor Support

• Serve as the face of the company for clients, audits, site tours, and other stakeholder visits
• Coordinate visitor and candidate schedules with hosts
• Arrange catering, hospitality, and logistics for client visits and audits
• Assist with travel/accommodation coordination for visiting clients, auditors, or executives
• Assist with travel/accommodation of candidates for interviews occasionally, and for employees who require accommodations for business-related travel
• Ensure visitors complete required documentation (visitor logs, safety briefings, etc.) before facility access

Quality Team Administrative Support

• Scan, upload, label, and file quality documents (SOPs, batch records, deviation reports, CAPAs, certificates of analysis) per document control procedures
• Support maintenance of physical and electronic quality filing systems, ensuring accuracy, version control, and confidentiality
• Assist with data entry and record-keeping in quality management systems (QMS/eQMS)
• Maintain strict confidentiality and adherence to Good Documentation Practices (GDP)
• Support archiving, retrieval, and retention of quality records per retention policies

Qualifications

• High school diploma required; Associate's degree preferred
• 1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred
• Familiarity with GDP/GMP concepts a plus, but not required - training provided
• Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)
• Excellent organization and attention to detail
• Strong verbal/written communication and a professional, welcoming demeanor
• Ability to handle confidential and proprietary information with discretion
• Comfortable managing competing priorities in a fast-paced environment
• Reliable, punctual, able to work on-site