Operations Administrative Assistant

MaxCyte, Inc; Rockville (MD); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Dental

Vision

Life insurance

Disability insurance

Generous time off

Job summary

MaxCyte, Inc. in Rockville, MD is seeking an Operations Administrative Assistant to support the Purchasing, Operations, Quality, Facilities and Engineering teams.

You will manage supplier relations, process purchase orders, and monitor deliveries to ensure timely, on-budget material availability. Responsibilities include updating NetSuite supplier records, coordinating cycle counts, resolving invoice and receiving discrepancies, and generating purchasing reports.

Qualifications

• Associate’s/Bachelor’s degree and a minimum of 2 years of purchasing experience or equivalent.
• Experience with creating Purchase Orders in a procurement role.
• Experience with NetSuite or similar ERP system preferred.
• Proficient in MS Office (Outlook, Word, PowerPoint, Excel).
• Ability to exercise discretion and maintain confidentiality.
• Strong verbal, written, and listening communication skills.
• Highly organized, detail oriented, able to multi-task and shift priorities.
• Ability to work under pressure, meet deadlines, and work independently or in a team.

Responsibilities

• Manage supplier relationships by obtaining quotes, monitoring lead times, placing POs, tracking deliveries, and resolving issues.
• Procure inventory materials to support manufacturing, operations, and engineering within budget and supply requirements.
• Procure indirect materials and MRO supplies including office and facility items.
• Create, maintain, and update supplier records in NetSuite with accurate data.
• Track open POs and follow up with suppliers to ensure on-time delivery and communicate status.
• Coordinate inventory cycle counts and investigate discrepancies to maintain accuracy.
• Resolve receiving and invoice issues by coordinating with suppliers and internal teams.
• Generate and maintain purchasing, inventory, and supplier performance reports; ensure policy compliance.

Skills

Purchase orders

MS Office

Communication

Time management

Discretion

Independence

Organizational skills

Education

Associate/Bachelor's degree

Tools

NetSuite

Job description

Description

The Operations Administrative Assistant is responsible for purchasing materials and services for the Operations, Quality, Facilities and Engineering groups. This individual works under general supervision.

Job Responsibilities

• Manage supplier relationships by obtaining quotes, monitoring lead times, placing purchase orders, tracking deliveries, and resolving supplier performance and order-related issues.
• Procure inventory materials required to support manufacturing, operations, and engineering activities while ensuring timely availability and adherence to budget and supply requirements.
• Procure indirect materials, MRO (Maintenance, Repair, and Operations) supplies, and operational consumables, including gowning, cleaning supplies, labels, hardware, tools, office supplies, and related items.
• Create, maintain, and update supplier records in NetSuite, ensuring accurate vendor information, contact details, and system data integrity.
• Track open purchase orders and proactively follow up with suppliers to ensure on-time delivery, communicating material status, delays, and risks to internal stakeholders.
• Coordinate inventory cycle counts with warehouse personnel and assist in investigating and reconciling inventory discrepancies to maintain inventory accuracy.
• Support resolution of receiving discrepancies, invoice issues, and supplier-related concerns by coordinating with suppliers, Finance, Warehouse, and internal stakeholders to achieve timely resolution.
• Generate and maintain purchasing, inventory, and supplier performance reports, maintain organized purchasing documentation, and ensure compliance with all applicable company policies related to quality, health, safety, and environmental requirements.

Requirements

• Associate’s/Bachelor’s degree and a minimum of 2 years of purchasing experience; or equivalent
• Experience working in a procurement role creating Purchase Orders
• Experience with NetSuite or similar ERP system is preferred
• Proficient in computer programs including MS Office [Outlook, Word, PowerPoint, and Excel]
• Ability to exercise considerable discretion, judgment, tact, and diplomacy and maintains confidentiality
• Strong communication skills; verbal, listening, and writing
• Highly organized, detail oriented, ability to multi-task and shift priorities
• Ability to work under pressure and meet deadlines
• Ability to work independently with minimal supervision and work in a team environment
• Proactive problem solving and strong time management skills with the ability to manage changing priorities

MaxCyte offers a base salary, annual bonus, and equity.

MaxCyte also offers a comprehensive benefits package including:

• health
• dental
• vision
• life
• disability insurance
• generous time off

MaxCyte is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status