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
  
  

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 understanding the relationships between genetics and human disease. We earned our reputation as industry leaders by responsibly introducing cutting-edge genetic testing solutions and continually sharing what we learn with the global scientific community.

At Ambry you will be learning, challenging yourself, and having fun while collaborating with teammates through the open exchange of ideas. Our outstanding benefits program includes 401k, medical, dental, vision, FSA, paid sick leave and generous paid time off (PTO) program. Ambry Genetics is an Equal Opportunity Employer (EOE) and we maintain a drug-free work environment.

The Company believes in second chance employment. Qualified applicants with arrest or conviction history will be considered regardless of their arrest or conviction history, consistent with local laws such as Los Angeles County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the Company is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. For the purpose of the above job description, “Essential Functions” are “Material Job Duties”.

Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

All qualified applicants will receive consideration for employment without regard to race (and traits historically associated with race, including, but not limited to hair texture and protective hairstyles such as braids, locks, and twists), color, creed, religion, sex, sexual orientation, gender identity, gender expression (including transgender status), national origin, ancestry, age, marital status or protected veteran status and will not be discriminated against on the basis of disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. If you have a disability or special need that requires accommodation, please contact us at [email protected]

Ambry does not accept unsolicited resumes from individual recruiters, third party recruiting agencies, outside recruiters or firms without an executed contract in place. We are not responsible for any fees related to resumes that are unsolicited or are received by Ambry. Such resumes will be deemed the sole property of Ambry and will be processed accordingly.

PRIVACY NOTICES

To review Ambry’s Privacy Notice, Click here: https://www.ambrygen.com/legal/privacy-policy

To review the California privacy notice, click here: California Privacy Notice | Ambry Genetics

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