Office Administrator

 

At Alcami, we deliver reliable solutions that unlock the potential of transformative medicines from discovery to commercialization, through trusted partnership with our clients, recognized industry expertise and proven regulatory track record.

 

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Job Summary

The Office Administrator is responsible for maintaining an organized, efficient, and welcoming workplace while providing administrative and executive support to site leadership. This role oversees daily office operations, facility coordination, vendor management, visitor hospitality, internal communications, and employee events. The Office Administrator also supports onboarding activities and helps foster a positive employee experience and workplace culture. Success in this role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

On-Site Expectations

• 100% on-site position.
• 1st Shift: Monday - Friday, 8:00am - 5:00pm.

Responsibilities

Office Operations & Facility Management

• Coordinate day-to-day office operations to maintain a clean, safe, organized, and functional work environment.
• Manage conference room reservations, shared workspace scheduling, and visitor coordination.
• Oversee office supply inventory, purchasing, and vendor relationships, including coffee, water, and other workplace services.
• Serve as the primary contact for facility-related issues, maintenance requests, cleaning services, and building support needs.

Employee Experience & Workplace Culture

• Create a welcoming and professional experience for employees, visitors, clients, and vendors.
• Support onboarding activities by preparing workspaces and coordinating first-day logistics with People & Culture.
• Act as a resource for employees, helping address workplace needs and fostering a positive office environment.
• Coordinate employee recognition activities, celebrations, and engagement initiatives that strengthen company culture.

Communications & Event Coordination

• Plan and execute internal events, meetings, celebrations, and site-wide activities.
• Develop and distribute internal communications, announcements, and workplace updates.
• Maintain communication channels such as digital displays and employee information boards.
• Support leadership and organizational initiatives by ensuring consistent messaging and brand alignment.

Executive & Administrative Support

• Provide administrative support to site leadership, including calendar management and meeting coordination.
• Arrange domestic and international travel, ensuring smooth scheduling and logistics.
• Prepare meeting materials, coordinate agendas, and assist with follow-up actions and communications.
• Maintain confidential records, support documentation control, and ensure compliance with company procedures and administrative standards.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Hospitality, Marketing, Communications, or a related field preferred.
• Minimum of 5 years of experience providing executive administrative support, preferably within a manufacturing, operations, or regulated environment.

Knowledge, Skills, and Abilities

• Demonstrated experience managing complex calendars, coordinating meetings, and arranging domestic and international travel.
• Strong organizational, prioritization, and project coordination skills with the ability to manage multiple responsibilities in a fast-paced setting.
• Exceptional verbal and written communication skills, with the ability to interact professionally with all levels of the organization and external stakeholders.
• Proven ability to handle sensitive and confidential information with a high degree of discretion, professionalism, and integrity.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office management and collaboration tools.
• Strong customer service mindset with the ability to create a welcoming, professional experience for employees, visitors, clients, and vendors.
• Self-motivated and detail-oriented, with excellent problem-solving abilities and a proactive approach to supporting office operations and leadership needs.
• Ability to build positive working relationships, foster collaboration, and contribute to a positive workplace culture.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear and smell. The employee is frequently required to sit. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move assisted up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vibration. The noise level in the work environment is usually very quiet.