Site Operations & Business Support Coordinator

Position Overview

Located at our large molecule headquarters in RTP, North Carolina, the Site Operations & Business Support Coordinator serves as the first point of contact for our office, supporting daily front‑office operations and creating a professional, welcoming experience for visitors and staff. This role is responsible for managing reception activities, coordinating administrative tasks, and supporting general office operations.

We welcome applications from both entry-level and experienced candidates. Compensation for this position ranges from $18 to $25 per hour , with the final rate determined by the candidate's education, relevant experience, skills, and overall qualifications. This is a fully onsite position requiring in-person attendance during scheduled work hours; remote or hybrid work arrangements are not available.

Please note that this position is currently temporary in nature. While there may be an opportunity for the role to transition to a permanent position in the future based on business needs and organizational considerations, such a transition is not guaranteed. We are committed to selecting the candidate who is the best fit for the role and our organization.

Critical Performance Areas

• Act as the dedicated receptionist and maintain continuous front desk operations as the position's primary responsibility, ensuring consistent customer service, visitor management, and administrative support during all scheduled working hours.
• Provide administrative support to senior leadership, including complex calendar management, travel coordination, expense reporting, and meeting logistics as needed.
• Coordinate executive and department meetings by preparing materials, documenting meeting minutes, tracking action items, and maintaining SharePoint action trackers.
• Support organizational communications by serving as a point of contact for site announcements and distributing timely information to employees and stakeholders.
• Assist with managing departmental and engagement team budgets, including expense reconciliation, purchase tracking, and preparation of financial reports and metrics for leadership.
• Support executive reporting and operational effectiveness by compiling monthly metrics, preparing leadership dashboards, managing recurring meetings, and providing proactive reminders on key deliverables.
• Support smooth daily office operations with minimal disruption to lab and business activities
• Maintain the Visitor Management System and update Human Resource Information System (HRIS)

Essential Job Functions

• Serve as the primary front-office coordinator, managing visitor and contractor access through the Visitor Management System (VMS), ensuring compliance with site protocols, and delivering an exceptional onsite experience.
• Coordinate onsite meetings, interviews, trainings, audits, and client visits
• Manage conference room calendars and ensure rooms are prepared (AV readiness, signage, supplies)
• Plan, coordinate, and manage site events and employee engagement activities, meetings, and special events, including venue logistics, catering, supplies, and vendor management.
• Coordinate travel arrangements for visiting guests (including Solvias personnel)
• Maintain and update office reference materials, including the Visitor Guide
• Maintain office operations and facilities support, including ordering, stocking, and managing inventory for office, restroom, conference rooms, kitchen, and hospitality supplies; overseeing common areas; and distributing mail, packages, and shipments received.
• Partner with Human Resources to coordinate new-hire orientation, schedule candidate interviews and onboarding activities, and support recruitment and hiring processes.
• Assist with additional administrative and office coordination tasks as needed.

Requirements

• High school diploma or GED required; Associate’s degree or equivalent experience preferred
• 3+ years of administrative, executive assistant, office management, or related experience supporting senior leaders in a fast-paced professional environment.
• Proven ability to manage multiple priorities, calendars, meetings, events, and travel arrangements while maintaining exceptional attention to detail and confidentiality.
• Strong customer service and interpersonal skills, with the ability to professionally interact with executives, employees, clients, vendors, and visitors.
• Experience supporting budget administration, expense reconciliation, purchasing, and financial tracking activities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and SharePoint) and experience working with HR, recruiting, visitor management, or other business systems.

Other Desired Skills/Abilities

• Experience in a biotechnology, life sciences, contract research (CRO), or contract development and manufacturing (CDMO) organization preferred
• Ability to anticipate needs, resolve minor issues independently, and escalate appropriately
• Willingness to learn and carry out new and complex tasks.
• Excellent analytical and problem-solving skills.
• Strong attention to detail and organizational abilities.
• Effective communication and interpersonal skills.