Excelbis Labs - Administrative Assistant

Accelcia Business Services; Santa Ana (CA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive pay based on experience

PTO and company holidays

Medical, dental, and vision insurance

Job summary

Accelcia Business Services is seeking an Administrative Assistant to support daily lab operations and multiple departments. You will manage calendars, handle correspondence, prepare reports, and maintain records with accuracy and confidentiality.

The role requires strong organizational skills, excellent communication, and the ability to prioritize in a fast-paced, regulated environment. Experience with Microsoft Office and basic accounting tasks is a plus.

Qualifications

• Two years of administrative or office support experience.
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Professional demeanor with outstanding customer service skills.
• Ability to work independently while collaborating with a team.
• Experience in a regulated environment is a plus.

Responsibilities

• Provide administrative support to management and other leaders.
• Answer and direct incoming phone calls, emails, and inquiries professionally.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare correspondence, reports, spreadsheets, presentations, and other documents.
• Perform data entry and maintain company databases and records.
• Organize and maintain filing systems (electronic and physical).
• Assist with invoice processing, purchase orders, expense tracking, and accounting tasks.
• Assist with purchasing and inventory tasks as necessary.
• Coordinate customer communications and scheduling follow-ups.
• Help coordinate meetings, trainings, and events.
• Support document control and record retention per procedures.
• Identify opportunities to improve administrative processes and office efficiency.

Skills

Microsoft Office

Excel

Word

Outlook

Teams

Written and verbal communication

Organization & time management

Attention to detail

Customer service

Independent work

Education

Associate's or Bachelor's degree

Tools

QuickBooks

Job description

Position Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our laboratory. This position will play a role in ensuring the office operates efficiently while supporting multiple departments, leadership, clients, and vendors.

The ideal candidate is dependable, proactive, and thrives in a fast-paced, regulated environment where accuracy, professionalism, confidentiality, and attention to detail are essential. This individual should be comfortable managing multiple priorities while maintaining a high standard of organization and customer service.

Key Responsibilities

• Provide administrative support to management and other leaders

• Answer and direct incoming phone calls, emails, and general inquiries professionally.

• Manage calendars, schedule meetings, and coordinate appointments.

• Prepare correspondence, reports, spreadsheets, presentations, and other business documents.

• Perform accurate data entry and maintain company databases and records.

• Organize and maintain electronic and physical filing systems.

• Assist with invoice processing, purchase orders, expense tracking, and other accounting-related administrative tasks.

• Assist with purchasing and inventory related tasks as necessary

• Assist with customer communications and follow-up regarding documentation, scheduling, and administrative requests.

• Help coordinate company meetings, training sessions, and events.

• Support document control and record retention in accordance with company procedures.

• Identify opportunities to improve administrative processes and office efficiency.

• Perform other administrative duties as assigned.

Qualifications

Required

• Minimum of two (2) years of administrative or office support experience.

• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams

• Excellent written and verbal communication skills.

• Strong organizational and time management skills.

• Exceptional attention to detail and accuracy.

• Ability to prioritize multiple projects and meet deadlines.

• Professional demeanor with outstanding customer service skills.

• Ability to work independently while collaborating effectively with a team.

Preferred

• Associate's or Bachelor's degree.

• Experience in a laboratory, healthcare, manufacturing, pharmaceutical, cannabis, food, environmental, or other regulated industry.

• Experience with QuickBooks or other accounting software.

Confidentiality & Compliance

This position requires access to confidential company, client, employee, and financial information. The successful candidate must consistently demonstrate professionalism, integrity, discretion, and sound judgment when handling sensitive information.

As part of a regulated laboratory environment, the Administrative Assistant is expected to follow all company policies, Standard Operating Procedures (SOPs), quality management requirements, and applicable local, state, and federal regulations. Maintaining accurate records, following established procedures, and supporting regulatory compliance are essential responsibilities of this position.

What We're Looking For

• Takes ownership of their responsibilities.

• Is highly dependable and accountable.

• Maintains exceptional attention to detail.

• Learns quickly and adapts to changing priorities.

• Communicates professionally with employees, clients, and leadership.

• Maintains strict confidentiality.

• Works efficiently in a fast-paced environment.

• Thinks critically and proactively solves problems.

• Continuously looks for opportunities to improve processes and increase efficiency.

• Demonstrates honesty, integrity, and professionalism in every aspect of their work.

Benefits

• Competitive compensation based on experience.

• Paid Time Off (PTO) and company holidays.

• Medical, dental, and vision insurance