Office Administrator

Viant Medical; Wilmington (DE); On-site; USD 27,552 - 41,328; Part time

Job summary

A leading medical manufacturing company is seeking a part-time Office Administrator in Wilmington. The role requires 3-5 years of experience in administrative and customer service functions. Candidates should possess strong Microsoft Office skills and be detail-oriented to ensure smooth front office operations. The position is 30 hours per week and includes a variety of responsibilities such as data entry and event planning.

Qualifications

• 3-5 years experience working in a professionally managed business.
• Demonstrated ability to use Microsoft Office with proficiency.
• Detail-oriented and organized, able to handle multiple projects.

Responsibilities

• Coordinate day-to-day front office operations including reception.
• Ensure quality customer service to clients and staff.
• Assist with basic bookkeeping including invoice payments.

Skills

Organizational skills

Communication skills

Microsoft Office proficiency

Customer service

Detail-oriented

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Job description

Overview

Viant is seeking a highly organized and detail-oriented Office Administrator to support daily front office operations and ensure a smooth, welcoming environment for staff and visitors. This part-time, 30-hour-per-week role involves a variety of administrative, logistical, and customer service responsibilities, including office coordination, data entry, event planning, and basic bookkeeping. Ideal candidates will bring 3–5 years of experience, strong communication skills, and proficiency in Microsoft Office tools.

Responsibilities

• Coordinates day-to-day front office operations, which include: reception, phone management, mail, administrative support, shipping and receiving, projects, data entry, meeting coordination, etc.
• Ensures quality customer service to clients, visitors and staff
• Oversee shipping and receiving logistics
• Support the design and development team with office tasks such as customer lunches, conference room set ups, special projects, etc.
• Assist with basic bookkeeping including invoice payments and credit card reconciliation
• Maintain accurate data entry and organized filing systems
• Manage procurement of general office, lab, and kitchen supplies. Ensure all inventory spaces are stocked and well maintained
• Schedule office equipment maintenance
• Point of contact for building maintenance and management
• Facilitate monthly town hall meetings and organize company events
• Environment Health and Safety contact for the site
• Participates in various teams, projects or company meetings
• Complies with all work rules including those pertaining to safety, health, quality, and the Quality Management System
• Performs other duties as necessary
• Follow and adhere to standard work

Qualifications

• 3-5 years experience working within a professionally managed business; Prior operations, customer service or purchasing/buying experience preferred
• Demonstrated ability to use Word, Excel, PowerPoint, Outlook with proficiency; Advanced Excel skills preferred
• Able to communicate effectively in English; demonstrated success with verbal and written business communications
• Ability to interface with customers, employees and management at various levels within the organization
• Detail-oriented, organized and able to handle multiple projects simultaneously
• Maintains a high level of professionalism, integrity and trust; Able to handle sensitive information and maintain confidentiality
• Able to work under pressure to meet deadlines and changing priorities
• Occasional evenings/weekends may be required to meet deadlines
• Excellent Excel, Word, PowerPoint skills

Location: Onsite – Wilmington, MA