Administrative Coordinator

2 weeks ago

Melville, New York, United States Certified Laboratories Inc Full time
Job Overview

Certified Laboratories Inc. is a prominent provider of laboratory testing and certification services across North America. Our organization encompasses various entities that deliver analytical testing and regulatory support in diverse sectors including food and beverage, dietary supplements, cosmetics, and more.

Position Summary

The Office Operations Specialist is essential in ensuring the smooth functioning of office activities and adherence to company policies. This role involves managing communication, welcoming visitors, and overseeing daily administrative tasks.

Key Responsibilities

  • Manage incoming calls, screening and directing them to the appropriate departments.
  • Welcome guests with professionalism and warmth, determining the purpose of their visit and guiding them accordingly.
  • Maintain an accurate log of all visitors within the facility.
  • Ensure timely dispatch of outgoing mail.
  • Distribute incoming mail and faxes to the relevant personnel.
  • Collect supply requests from various departments, order office supplies weekly, and distribute them as needed.
  • Organize and maintain client records efficiently.
  • Input and verify data into the Laboratory Information Management System (LIMS) accurately and promptly.
  • Oversee the upkeep of the front office, lobby, and conference areas.
  • Conduct all front desk operations with courtesy and efficiency.
  • Maintain the copy room and ensure necessary maintenance is performed.
  • Proactively assist colleagues and management in various tasks.
  • Monitor office supply inventory and place orders as necessary.
  • Perform additional duties as required.

Qualifications

  • High school diploma or equivalent.
  • Strong attention to detail and active listening skills.
  • Able to multitask in a fast-paced environment.
  • At least three years of experience in data entry, preferably in a laboratory setting with familiarity in LIMS.
  • Minimum of three years of experience in a front desk role in a dynamic workplace.
  • Effective written communication skills suitable for various audiences.
  • Proficient in Microsoft Office applications.
  • Ability to lift up to 25 lbs.

Physical Requirements

  • Manual dexterity for operating office equipment and computers.
  • Potential exposure to various environmental factors.
  • Ability to work in a team-oriented, interactive environment.
  • Occasional travel may be required based on management's discretion.
  • Ability to lift and move items weighing up to 25 pounds.

Benefits Offered

  • Comprehensive 401k Retirement Savings Plan.
  • Employer-funded Short-Term and Long-Term Disability, and Life Insurance.
  • Group Medical Insurance.
  • Tuition Reimbursement Programs.
  • Flexible Spending Accounts.
  • Dental Insurance.
  • Paid Holidays and Time Off.
  • Eligibility for company bonus programs.

Certified Laboratories Inc. is committed to fostering a diverse workforce and adheres to a policy of Equal Opportunity. We ensure that all employment decisions are made based on merit without regard to race, color, religion, sex, national origin, age, disability, or veteran status.

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