Administrative Support Specialist

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 managing paperwork.
• Light-to-Moderate Exertion: Occasional standing, walking across the plant or warehouse, bending, stooping, or reaching.
• Handling Materials: Occasional lifting, carrying, pushing, or pulling of office supplies, files, or light-to-moderate inventory items (typically up to 10-25 lbs.)
• Mobility: Requirements may include moving between different plant buildings or traveling locally for administrative errands or meetings.

Pay Transparency

The expected pre-tax pay for this position is $45,500.00 - $73,025.00

Actual pay may differ depending on relevant factors such as prior experience and geographic location.