Adminstrative Assistant / Front Office Coordinator

August Bioservices; Tennessee; On-site; USD 32,000 - 42,000; Full time

Job summary

August Bioservices seeks an Administrative Assistant / Front Office Coordinator to greet visitors and support the Quality team within a GMP/GDP environment. You will manage front desk duties, schedule conference rooms, and assist with travel, while helping maintain QMS/eQMS filing and documentation with discretion.

This role blends hospitality with precise administrative tasks in a regulated biotech setting, requiring on-site work and strong organization and communication skills.

Qualifications

• High school diploma required; associate's degree preferred.
• 1+ years in administrative, front desk, or office support role in pharma/biotech or regulated setting preferred.
• Familiarity with GDP/GMP concepts a plus; training provided.
• Proficiency with Microsoft Office; comfortable learning new software (QMS/eQMS).
• Excellent organization and attention to detail.
• Strong verbal/written communication and a professional demeanor.

Responsibilities

• Greet and check in visitors; manage sign-in per site security protocols.
• Answer, screen, and route calls and inquiries.
• Maintain a clean, welcoming reception and lobby.
• Manage mail, packages, and courier/shipping arrangements.
• Order and maintain office supplies; manage vendor relationships.
• Coordinate conference room scheduling and setup for meetings and client visits.
• Assist with badge access requests and new-hire logistics.
• Serve as the face of the company for clients and audits; coordinate visitor schedules.
• Arrange catering, hospitality, and logistics for visits and audits.
• Assist travel/accommodation coordination for visiting clients or executives.
• Ensure visitors complete required documentation before facility access.
• Support quality documentation tasks in accordance with GDP/QA processes.

Skills

Microsoft Office proficiency

Excellent organization

Verbal/written communication

Discretion with confidential info

On-site readiness

regulated environment familiarity

Education

High school diploma

Associate's degree preferred

Tools

QMS/eQMS software

GDP/GMP documentation systems

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