Adminstrative Assistant / Front Office Coordinator

United States·NashvilleFull-Timemid

Office CoordinatorAdministration & Office Support

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Overview

We're looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors,

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Office CoordinatorAdministration & Office Support

We're looking for an Administrative Assistant / Front Office Coordinator to be the welcoming face of our company for all in office visitors, while also playing a key role in supporting our Quality team's documentation and compliance efforts. In this role, you'll balance guest-facing hospitality — greeting visitors, coordinating client and auditor logistics, keeping our office running like clockwork — with detail-oriented administrative support in a regulated, GMP/GDP environment. If you thrive on variety, take pride in organization, this role would be a great fit for you!

Greet and check in visitors, clients, vendors, and contractors; manage sign-in/badging per site security protocols
Answer, screen, and route incoming calls and general inquiries
Maintain a clean, professional, welcoming reception and lobby area
Manage incoming/outgoing mail, packages, and courier/shipping arrangements
Order and maintain office and breakroom supplies; manage vendor relationships
Coordinate conference room scheduling and set-up for meetings and client visits (ordering food, creating agendas, etc.)
Support administrative facilities tasks such as badge access requests
Assist People Operations with new-hire logistics for orientation (workspace setup, badges, welcome materials)
Manage incoming and outgoing mail

Serve as the face of the company for clients, audits, site tours, and other stakeholder visits
Coordinate visitor and candidate schedules with hosts
Arrange catering, hospitality, and logistics for client visits and audits
Assist with travel/accommodation coordination for visiting clients, auditors, or executives
Assist with travel/accommodation of candidates for interviews occasionally, and for employees who require accommodations for business-related travel
Ensure visitors complete required documentation (visitor logs, safety briefings, etc.) before facility access

Scan, upload, label, and file quality documents (SOPs, batch records, deviation reports, CAPAs, certificates of analysis) per document control procedures
Support maintenance of physical and electronic quality filing systems, ensuring accuracy, version control, and confidentiality
Assist with data entry and record-keeping in quality management systems (QMS/eQMS)
Maintain strict confidentiality and adherence to Good Documentation Practices (GDP)
Support archiving, retrieval, and retention of quality records per retention policies

High school diploma required; Associate's degree preferred
1+ years in an administrative, front desk, or office support role; pharma/biotech/lab or other regulated environment experience strongly preferred
Familiarity with GDP/GMP concepts a plus, but not required - training provided
Proficiency with Microsoft Office; comfort learning new software (QMS/eQMS)
Excellent organization and attention to detail
Strong verbal/written communication and a professional, welcoming demeanor
Ability to handle confidential and proprietary information with discretion
Comfortable managing competing priorities in a fast-paced environment
Reliable, punctual, able to work on-site