Office Coordinator

Office Coordinator role

NCR- Gaithersburg office

Hybrid role

Navitas Life Sciences is a global clinical research partner dedicated to driving the future of healthcare. It has more than 35 years of expertise in clinical, regulatory, safety, and data management. We are seeking a full-time Office Coordinator to join our Clinical Research Operations (CRO) team in Gaithersburg, Maryland.

Responsibilities include but not limited to:

• Hybrid work schedule: 3 days at the office, 2 days WFH
• Provide administrative support to company executives, including travel arrangements and travel expense reconciliation.
• Human resources responsibilities include scanning monthly medical insurance bills for approval
• Maintains a professional image and ensures onsite customer service for visitors and vendors; acts as liaison between the company and building management
• Manage office events, annual events, and catering.
• Accounts payable responsibilities include reviewing invoices for accuracy, resolving discrepancies with vendors, scanning invoices and receiving approvals, and maintaining tracker of invoices to reconcile against the weekly payables report
• Order office supplies for the entire staff, ensuring competitive pricing is used. Manages inventory of company collateral, business cards, letterhead, and other printed materials.
• Supervise the maintenance of office equipment, including the photocopier
• Distributes the company’s mail. Opens mail for Executives and determines the level of priority.
• Checks incoming faxes and voice messages; determines level of priority
• Conducts orientation for new hires; activates and maintains distribution of office fobs for staff
• Handles confidential and non-routine information
• Performs other duties as assigned.

Basic Requirements:

• Associate’s degree or 3 years of administrative experience.
• Knowledge of Microsoft Office software applications (MSWord, Excel, Access, and PowerPoint).
• Working knowledge of mail processes such as online postage portals, Federal Express, and UPS.
• Ability to work independently and as part of a team

Preferred Qualifications:

• Excellent oral and written communication skills
• Attention to detail
• Post-secondary degree