Office Coordinator Job at Navitas Clinical Research, Gaithersburg, MD

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  • Navitas Clinical Research
  • Gaithersburg, MD

Job Description

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

Job Tags

Full time,

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