Administrative Assistant - Operations

Position Summary

RJ Lee Group is seeking a detail-oriented and proactive Administrative Assistant-Operations to support our operations. This role involves managing incoming goods, processing invoices, collaborating with AR teams, generating accurate reports using Excel and sending report data to clients. The ideal candidate thrives in a fast-paced environment and has a strong grasp of workflows and data analysis.

Key Responsibilities

• Receiving & Documentation
• Verify and record incoming shipments and deliveries
• Match purchase orders with delivery receipts and invoices
• Resolve discrepancies with vendors and internal teams
• Invoicing & AR Coordination
• Generate and process customer invoices in a timely manner
• Collaborate with AR team to ensure accurate billing and collections
• Monitor outstanding balances and assist in follow-ups
• Reporting & Analysis
• Manage samples from collection to reporting
• Automate login, scheduling and work order creation
• Generating LIMS reports and sending reports to clients
• Prepare weekly/monthly invoice summaries
• Analyze trends and flag anomalies for review
• Compliance & Recordkeeping
• Ensure all documentation complies with company policies and audit standards
• Import instrument data directly into the system
• Maintain organized digital and physical records of transactions for regulatory compliance
  

Qualifications

• Bachelor’s degree (B.S.) in Business or a related discipline required
• 2+ years of experience in receiving, invoicing, or AR support
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, formulas)
• Familiarity Element LIMS or equivalent
• Strong attention to detail and organizational skills
• Excellent communication, organizational, and problem-solving skills
• Experience in a contract laboratory or client-facing environment is a strong plus
• Knowledge of scientific terminology
  
  

Preferred Skills

• Experience in logistics or supply chain management
• Familiarity with LIMS and electronic documentation systems
• Strong client relationships
  
  

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