Admistrative Coordinator

Position Summary

The Administrative Coordinator provides part-time administrative, office, facilities, safety, and site support for the Warren, NJ location. This role serves as a key onsite point of contact for employees, visitors, vendors, and service providers, helping ensure the site operates in a safe, organized, professional, and employee-focused manner.

Position Scope

This role supports the day-to-day administration of the Warren site, including office operations, site safety administration, visitor coordination, vendor support, facilities follow-up, meeting and event coordination, supplies, mail, employee support, and general site organization. The position requires strong attention to detail, professionalism, follow-through, confidentiality, and the ability to support multiple site needs in a part-time schedule.

Essential Duties and Responsibilities

• Supports the development, coordination, and ongoing administration of the Warren office safety program, including office safety procedures, visitor safety requirements, emergency information, safety communications, documentation, and related site records.

• Coordinates office safety activities, drills, and training logistics, including fire drills, CPR/first aid training, safety meetings, safety communications, and other office-environment safety training or events as needed.

• Helps ensure office safety equipment, supplies, postings, and related materials are maintained, current, accessible, and aligned with applicable site requirements.

• Provides day-to-day administrative and operational support for the Warren site, serving as a point of contact for employees, visitors, vendors, and service providers.

• Manages general office administration, including office supplies, mail distribution, kitchen and breakroom upkeep, conference room readiness, storage areas, office equipment support, and overall site organization.

• Coordinates facility-related needs, including cleaning services, maintenance requests, heating and cooling issues, furniture setup or repairs, vendor scheduling, service calls, and timely follow-up.

• Supports front desk and visitor administration, including reception coverage, visitor sign-in, badge/access coordination, meeting room preparation, and adherence to site safety and security requirements.

• Coordinates onsite meetings and events, including town halls, leadership meetings, employee lunches, celebrations, team gatherings, and other site activities, ensuring logistics, materials, room setup, catering, and vendor support are effectively managed.

• Provides administrative support to other departments as needed, including assistance with documents, meeting materials, scheduling, reports, presentations, filing, coordination tasks, and other business support activities.

• Supports onboarding and employee experience activities for the Warren site, including workspace preparation, coordination with internal partners, welcome materials, and general administrative support for new employees and visitors.

• Partners with HR, site leadership, safety, facilities, IT, and business teams to support site standards, employee needs, and daily office operations.

• Maintains confidentiality and exercises sound judgment when handling sensitive, proprietary, employee, vendor, and business-related information.

• Performs other administrative and site-support duties as assigned based on business needs.

Education & Experience

Education:

High school diploma or equivalent required. Associate’s degree or additional administrative, office management, business, safety, or facilities-related training preferred.

Experience:

Minimum of 2–4 years of administrative, office support, office coordination, facilities support, receptionist, or related experience required. Experience supporting an office, corporate site, laboratory site, or professional business environment preferred.

Experience coordinating vendors, office services, safety documentation, employee events, visitor processes, and general facilities needs is preferred.

Knowledge, Skills, & Talents

• Strong administrative, organizational, and follow-up skills.

• Ability to support office safety procedures, documentation, training logistics, and site protocols.

• Professional communication skills and strong customer service orientation.

• Ability to manage multiple priorities in a part