Administrative Assistant

2 weeks ago

Huntersville, United States Microban International Full time

SUMMARY

The role of the T&I Administrator involves comprehensive administrative support for the T&I laboratories, focusing on the procurement cycle, relationship management, and timely ordering of lab supplies. Responsibilities include tracking shipments, coordinating payments with Accounts Payable, and maintaining accurate documentation of procurement activities.

This position requires organizing both physical and digital records, database management of the Laboratory Information Management System (LIMS), generating reports, supporting data maintenance, and serving as a back-up for the LIMS Database Administrator. The T&I Administrator will manage sample storage, disposal procedures, and documentation for ISO 17025 accreditation while also generating test service quotes and communicating with customers.

The role includes scheduling and coordinating meetings and events, managing logistics, and facilitating communication across various departments, ensuring efficient operations and effective collaboration within the organization. This position requires strong organizational skills, high attention to detail, and the ability to communicate effectively with internal teams and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Oversee the full procurement cycle for T&I Labs, managing vendor relationships, processing purchase requisitions, and ensuring timely orders of lab supplies and services. Track shipments, communicate order status, and maintain accurate documentation. Coordinate payments with Accounts Payable and support scheduling for equipment maintenance and servicing.
  • Organize and maintain both physical and digital records, including technical articles, purchase requisitions, orders, invoices, receipts, sales orders, test sample submissions, customer reports, and other essential documents.
  • Oversee the Laboratory Information Management System (LIMS) database by generating periodic T&I reports, entering and updating account information, and supporting the LIMS Database Administrator with data maintenance and query execution.
  • Prepare and label envelopes for sample storage, file sample retains, and dispose of expired samples following Standard Operating Procedures (SOP).
  • Provide documentation and reporting for ISO 17025 accreditation, generate and submit test service quotes, email test reports to customers, and maintain both electronic and hardcopy records of test requests and reports.
  • Schedule and coordinate meetings and events, including web and video conferences, manage meeting logistics, and facilitate communication with internal and external teams while supporting additional tasks as assigned.
  • Provide comprehensive administrative support as needed across various functional areas of the organization, ensuring efficient operations and effective communication between departments.

EDUCATION and/or EXPERIENCE

Associate's degree or equivalent from a two-year college or technical school and three to five years related experience and/or training; or equivalent combination of education and experience is required. Prior experience supporting multiple managers is desirable, but not required.

COMPUTER SKILLS

To perform this job successfully, an individual should be proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint) and the ability to conduct Internet searches. The position also requires proficiency in Microsoft D365 and LIMS (Laboratory Information Management System). Training will be provided in these systems.

OTHER SKILLS AND ABILITIES

Must have excellent organization skills, follow-up and attention to detail; excellent interpersonal skills and excellent verbal and written communication skills; the ability to organize and prioritize work assignments; ability to multi-task and manage work flow to ensure work is accomplished effectively, efficiently, and within deadlines; ability to maintain a high level of productivity with minimal supervision while managing competing priorities and demands; must be proactive, responsive and flexible to changing organizational needs; must be discrete and have the ability to handle and maintain confidential and sensitive information.

Americans with Disabilities Act (ADA) Compliance:

Microban is committed to providing equal employment opportunities to qualified individuals with disabilities. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Accommodations:

Microban will engage in an interactive process with employees and job applicants to identify and provide reasonable accommodations for individuals with known physical or mental disabilities, unless such accommodation would impose an undue hardship on the company's operations. Employees and applicants are encouraged to discuss potential accommodations with the HR department.

Commitment to Diversity and Inclusion:

Microban values diversity and inclusion in the workplace. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe that diverse teams drive innovation and success, and we are dedicated to creating an environment where all employees feel valued and empowered.

This job description reflects management's assignment of essential functions; it was not meant to be all-inclusive of the tasks that may be assigned.

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