The Opportunity:
Avantor is looking for an Administrative Support Specialist to perform a range of complex administrative and operational support activities requiring interpretation of established guidelines with the ability to make judgments where standard procedures may not fully apply.
The Administrative Specialist supports a broad scope of business processes within a manufacturing environment to ensure effective operations and drive efficiency. This role partners with cross-functional teams and external stakeholders to coordinate activities, manage information flow, and support site-level priorities. Responsibilities may include research, reporting, and preparation of presentations. Work may involve handling sensitive and confidential information and providing support to senior leaders.
This is a full-time position onsite at our Phillipsburg, NJ location.
How you will thrive and create an impact:
Perform advanced administrative support activities requiring independent judgment, prioritization, and adaptation of standard procedures.
Coordinate cross-functional activities and communications with internal teams and external vendors to support site operations.
Conduct research, compile data, and prepare reports, dashboards, presentations, and other business materials.
Support financial and operational processes such as expense tracking, cost allocation, and documentation management.
Partner with Facilities/Maintenance and external vendors to coordinate building-related projects, repairs, and site updates.
Track and support completion of site KPIs, ensuring accuracy and timeliness of reporting.
Manage office operations, including meeting coordination, calendar management, and workspace logistics.
Plan and execute site events, meetings, and trainings, including communication and logistical coordination.
Oversee mailroom operations, including incoming and outgoing shipments and distribution.
Maintain document control systems (electronic and physical) in compliance with company policies and regulatory requirements.
Provide support for HR and Talent Acquisition processes, including interview coordination and onboarding logistics.
Coordinate with IT for onboarding needs, including equipment setup, access, and workspace readiness.
Communicate effectively with stakeholders at multiple levels to exchange information, ensure alignment, and drive engagement.
Handle confidential information with a high degree of professionalism and discretion.
What we're looking for:
Education:
High school diploma or equivalent degree. Bachelors degree preferred.
Experience :
2–3 years of administrative or operational support experience, preferably in a manufacturing, biotechnology or production industrial setting.
Experience processing Purchase orders (PO's).
Experience supporting site-level or senior leadership, working with vendors and coordinating external partnerships.
Additional Qualifications:
Experience supporting complex or technical business processes.
Familiarity with expense reporting, KPI tracking, and operational reporting tools.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
SAP, ERP system knowledge.
Demonstrated ability to manage multiple priorities and work independently with minimal supervision.
Strong organizational, time management, and problem-solving skills.
Strong written and verbal communication skills.
ENVIRONMENTAL WORKING CONDITIONS & PHYSICAL EFFORT:
Office & Plant Hybrid: Primarily works in a climate-controlled, quiet-to-moderate administrative office, with frequent entry into plant or industrial manufacturing areas.
Safety Gear: May require personal protective equipment (PPE)—such as safety glasses, steel-toed boots, hard hats, or high-visibility vests—when stepping onto the plant floor.
Schedule & Hours: Generally standard business hours, though subject to occasional overtime.
Sedentary Core: Mostly sedentary work involving prolonged sitting at a desk, operating a computer, handling phones, and…