Operations Administrative Assistant

MaxCyte; Rockville, Northern (MD, KY); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Base salary + annual bonus

Equity

Comprehensive benefits: health, dental

Vision, life, and disability insurance

Generous time off

Job summary

MaxCyte is seeking an Operations Administrative Assistant in Rockville, MD to manage procurement for Operations, Quality, Facilities and Engineering. You will handle quotes, POs, deliveries, and supplier issues while maintaining NetSuite records and supporting inventory accuracy.

You will collaborate with Finance, Warehouse and other teams to resolve discrepancies and ensure timely purchases within budget. This role requires strong organization, communication, and problem-solving skills.

Qualifications

• Associate's/Bachelor's degree and a minimum of 2 years of purchasing experience; or equivalent.
• Experience creating Purchase Orders in a procurement role.
• Experience with NetSuite or similar ERP system is preferred.
• Proficient in MS Office including Outlook, Word, PowerPoint, and Excel.
• Strong communication, confidentiality and discretion are essential.
• Highly organized, detail oriented, and able to multi-task and meet deadlines.
• Ability to work independently with minimal supervision and in a team environment.
• Proactive problem solving and effective time management.

Responsibilities

• Manage supplier relationships by quotes, lead times, POs, deliveries, and resolving issues.
• Procure inventory and indirect materials to support manufacturing and operations within budget.
• Procure MRO supplies and office items including gowning, cleaning, labels, hardware, tools.
• Maintain supplier records in NetSuite with accurate vendor data.
• Track open POs and follow up with suppliers to ensure on-time delivery.
• Coordinate cycle counts and investigate inventory discrepancies for accuracy.
• Resolve receiving discrepancies and invoices by coordinating with Finance and warehouses.
• Generate and maintain purchasing, inventory, and supplier performance reports; ensure compliance with policies.

Skills

Supplier relationship management

Procurement experience

Communications

Time management

Detail oriented

Discretion confidentiality

Multitasking

Teamwork

Education

Associate's/Bachelor's degree

Tools

NetSuite (ERP)

Microsoft Office

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, and disability insurance and 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