Administrative Assistant - Harlan Laboratories (Indianapolis, IN) in Indianapolis, Indiana For Sale

Who We Are: Headquartered in Indianapolis, Indiana, United States, Harlan Laboratories is a privately held global provider of essential pre-clinical research tools and services that enable innovative and efficient discovery and development research. We work with the pharmaceutical, biotechnology, medical device, agrochemical, chemical and food industries, as well as universities, government, and other research organizations. We have expanded through both acquisitions and organic growth, and we are known to our customers for our consistent product quality and customer service. Our focus is on providing customers with products and services to optimize the discovery and safety of new medicines and compounds. Is Harlan Right For You? Are you enthusiastic and high energy? Do you have a zest for making a difference? Are you passionate about delivering meaningful results and contributing to the success of an organization? Then consider a career at Harlan and together, we can achieve extraordinary outcomes. General Function: Assist and support operations management in organizing data, reporting of information, and interdepartmental communication required to maintain the US Operations . Responsibilities: Coordinate the distribution of correspondences to managers, supervisors, and group leaders within Operations. Prepare and maintain spreadsheets, databases and generate ad-hoc reports for US Small Animals Operations. Communicate with responsible individuals while they are traveling (i.e. phone messages, follow up, review correspondence and other provided information as requested). Maintain reporting accountability for required remote sites weekly, monthly, quarterly and annual reports. Assist with project management activities by coordinating agendas for meetings and follow up on action items with Management and responsible team members. Coordinate with Site Management and HR and assist in the hiring process to include; on-boarding and orientation process, training, new hire paperwork, sourcing, interviewing, benefits and other activities as needed. Schedule interviews and maintain applicant tracking according to the recruiting process and standard work instructions in the recruiting system. Develop and maintain professional relationships with key functions within the organization such as, Payroll, HR, AP/AR, Sales, Operations Management. Coordinate facility and department meetings. Act as safety coordinator and maintain SDS files. Purchase local supplies and maintaining inventory. Prepare proper coding of invoices for Accounts Payable. Prepare appropriate expense reports for management in operations. Coordinate company functions and employee welfare programs. Data entry, filing, creating employee folders and faxing. Some travel between local sites may be required. Other duties as required. Qualifications: Excellent organizational skills and communication skills required. Minimum of 5 years administrative assistant experience working in a multifaceted organization is required. Project management experience is a plus. Proficiency in written & electronic communication across multiple work sites. Ability to prioritize daily work with minimal guidance is required. Strong computer skills at an intermediate or above level in MS Word, Excel, Outlook and PowerPoint are essential and required. Previous work experience in an office environment is required. Experience working in a manufacturing/distribution environment is a plus. Multilingual fluency in Spanish & Burmese is a plus. HR and Payroll background is a plus. An Associate's Degree is required; Bachelor's Degree or above is preferred. Proven experience with maintaining confidential information is a must. Standards of Performance: Maintain records and files as assigned in organization and compliance of ISO xxxx:xxxx and company practices and procedures. Authority: Responsible to carry out manager's decisions and requests. When duties are not clear or records and practices are out of routine parameters, immediate reporting of such to the Production Manager is required. Harlan is an Equal Opportunity Employer EOE/AA M/F/Disabled/Veteran
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