Administrative Assistant, Facilities

Compensation: $31.50 per hour. You are eligible for a Short-Term Incentive Plan with the target at 3% of your annual earnings; terms and conditions apply.

Administrative Assistant, Facilities - On-site (Aliso Viejo, CA)

The Facilities Administrative Assistant/Front Desk job is a critical function in supporting and meeting the administrative needs of the Facilities Department. By handling a variety of tasks to ensure that all interactions between the organization and others is smooth and productive, this role will provide support in general office tasks, scheduling, meeting organization, events, and general support of the organization. A successful Administrative Assistant will be professional, polite, attentive and accurate, always being prepared and responsive, willing to meet challenges directly with excellent communication and time management skills.  

Essential Functions

• Coordinate supply and food deliveries
• Assist vendors and visitors signing in to Traction Guest. Assist visitors meeting their host. Sign out guests at the end of the day
• Sort and deliver daily mail to appropriate employees or departments. Separate PFS Mail and deliver to PFS
• Scan legal mail by request
• Create purchasing requisitions in SAP or place orders by Amex 
• Reconcile the department’s Amex charges at the end of each month
• Liaison to One Enterprise employees and the Facilities Department
• Work with day porter to ensure meetings are cleaned up in a timely manner, for example cleaning up catering after meals
• Keep a vigilant watch of common areas and parking lots. Notify Facilities/ Security of any suspicious activity or unauthorized personnel 
• Assist in coordinating events
• Be the face of Ambry at the front desk. Make a great first impression
• Check the One Enterprise package room for misdelivered samples. Notify sample receiving or arrange transport to the sample receiving room
• Notify employees of deliveries. Deliver packages to all Managers and above
• Maintain the One Enterprise seating chart
• Assist EA team in ad hoc projects as needed 
• Assist in coordinating the monthly team meeting
• Attend designated meetings to take minutes and coordinate
• Assist with quality assurance documents in Veeva
• Check and stock the boardroom daily. Check fourth floor conference rooms daily. Ensure the rooms are Meeting Ready at all times. Dispatch the day porter if needed 
• Provide key service as needed for employees or vendors 
• Assist employees that have lost or forgotten their badge
• Check all coffee stations each morning, ensure the day porter has them stocked
• Add/change/delete name plates for new hires, terminations, and relocations
• Assist with desk/office moves
• Keep an accurate mileage report for reimbursement 
• Go to the UPS or USPS store to mail overseas mail, certified mail, and express mail 
• Go to retail locations by request for purchases
• Enforce company policy or report violations to Management: for example, no pets allowed in the building. Extended periods of time parked in the red zone
• Assist employees placing help desk tickets Facilities/IT Help Desk
• Stock, maintain, and order office supplies. Stock batteries and distribute as needed
• Other duties as assigned

Qualifications

• 1+ years of relevant administrative experience
• High-school degree required 
• Excellent computer skills (general Microsoft Office products) 

Preferred

• Associate (or above) in related field preferred 
• Event planning/execution experience a plus 
• Project coordinating experience a plus 

#LI-CB1 #LI-ONSITE

About Us:

Ambry Genetics Corporation is a CAP-accredited and CLIA-licensed molecular genetics laboratory based in Aliso Viejo, California. We are a genetics-based healthcare company that is dedicated to open scientific exchange so we can work together to understand and treat all human disease faster.

At Ambry, everyone is welcome. A career at Ambry Genetics is a chance to be part of a dynamic company that aims to improve health by