Office Administrator - Part Time

About Tobin Scientific

Tobin Scientific is a leading provider of cold chain, ambient storage, and transport & logistics services for the biopharma industry, and is one of the fastest growing companies in Massachusetts. Serving a diverse array of clients in life sciences, university, government, and more, we're recognized for our expertise in ensuring the safety and security of temperature-sensitive products during transport and storage. Our cGMP storage solutions are custom-built for the pharmaceutical and biotech industries, managing mission-critical consumables, equipment, raw materials, and finished goods with precision. Nationally acclaimed for laboratory relocation, principal investigator support, and other logistics services, Tobin Scientific's holistic approach and commitment to excellence make us an integral player in life science services.

Position Type: Part-Time, Temporary (6-Month) with Potential for Permanent Conversion.
 

Position Overview

As Office Administrator, you will manage daily administrative operations and ensure the smooth functioning of our office. This role is essential in maintaining an efficient, productive, and positive work environment, supporting staff, coordinating office procedures, and handling a wide range of administrative tasks.

This is a temporary, part-time position scheduled for an initial six-month assignment, with the potential for conversion to a permanent position based on business needs and individual performance. This role reports directly to the Executive Assistant and is an in-office position located at our Corporate Headquarters in Beverly, MA.

Work Schedule

Part-Time, Temporary Position
Monday through Friday, 9:00 a.m. to 3:30 p.m. (30 hours per week), on-site at our Beverly, MA location.

Assignment Duration: Six (6) months, with the possibility of conversion to a permanent position based on performance and business needs.

Key Responsibilities

• Act as the go-to person for all day-to-day office needs.
• Manage front desk duties – allow visitors into the building, greet visitors, answer phones, receive and sort daily mail, and route communications.
• Create and track shipping labels for outgoing packages and ensure timely and accurate delivery through carriers like UPS, FedEx, or USPS.
• Monitor and maintain office/kitchen supplies, restock as needed, and manage vendor orders.
• Coordinate daily lunch orders (as needed) – manage vendor relationships, place orders, and ensure timely delivery.
• Liaise with vendors, service providers, and building management to ensure effective office operations.
• Coordinate meetings using Microsoft Outlook, including calendar management, scheduling with internal and external stakeholders, reserving meeting spaces, and supporting the scheduling of onsite interviews, particularly those involving executive leadership team members.
• Ensure office spaces, meeting rooms, and common areas are clean, organized, and functional.
• Provide general administrative support to leadership and other departments, as needed.

Qualifications:

• Familiarity with office management systems and procedures.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to multitask, prioritize tasks, and work independently in a dynamic environment.
• Discretion with confidential information and a high degree of professionalism.

Experience:

• High school diploma or equivalent required; Associates' or Bachelor's degree in Business Administration or related field preferred.
• 2+ years of experience in an administrative, office coordinator, or similar role.