Administrative Assistant

Requirements

• 3+ years in procurement/supply chain/operations within FDA/GxP or similarly regulated environment

• Hands-on experience with purchase order creation, changes, and tracking

• Invoicing and three-way match experience with AP/receiving

• Supplier onboarding and vendor master data maintenance

• Document control and structured filing aligned to SOPs

• ERP proficiency (4thShift preferred; SAP/Oracle/NetSuite or similar acceptable)

• Advanced Excel for tracking and reporting (filters, pivot tables, lookups)

• Availability to start immediately for knowledge transfer

• Experience prioritized over education

Preferred Skills

• Direct experience with 4thShift ERP

• Knowledge of ISO 13485, cGMP, or similar life-sciences quality systems

• Exposure to supplier qualification and audit support

• Familiarity with inventory transactions (receipts, returns, adjustments)

Responsibilities

• Create, release, and maintain purchase orders; monitor confirmations, ship dates, and deliveries

• Communicate with suppliers regarding quotes, pricing, lead times, and expediting needs

• Onboard material suppliers and keep required records current (agreements, certifications, forms)

• Reconcile invoice/PO/receipt discrepancies with AP and resolve pricing/quantity issues

• Maintain accurate documentation and organized electronic/physical filing for full traceability

• Prepare and update status reports for the team on open orders, late deliveries, and spend

• Support a six-person team and ensure smooth coverage throughout the maternity leave period

Pay Details: $25.00 to $28.00 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.