Office Support Specialist

Driven by a commitment to research, quality, and service, PDI provides innovative products, educational resources, training, and support to prevent infection transmission and promote health and wellness. Encompassing three areas, our Healthcare, Sani Professional and Contract manufacturing divisions, we develop, manufacture, and distribute leading edge products for North America and the world. We have several locations across the US and are looking for new Associates to join our team!

POSITION PURPOSE

The Office Support Specialist provides high-level administrative and operational support to the Quality and Operations teams, ensuring seamless coordination across daily activities, meetings, and compliance-related functions. This role is responsible for preparing and formatting professional PowerPoint presentations for leadership meetings, managing key office operations, supporting audits, and maintaining essential records and supplies. The incumbent acts as a central resource for administrative logistics, vendor coordination, and document management to ensure operational efficiency and compliance within a manufacturing environment.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Administrative and Presentation Support:

• Create, edit, and format professional PowerPoint presentations for leadership meetings, audits, and business reviews, ensuring consistency, clarity, and visual polish.
• Provide administrative support for the Quality and Operations teams, including scheduling meetings, managing calendars, preparing reports, and maintaining department records.
• Process purchase orders, invoices, and expense reports accurately and in compliance with company procedures.
• Assist with audit preparation and documentation, ensuring timely collection and organization of required materials.
• Maintain departmental contact lists, shared drives, and filing systems to ensure accessibility and version control.

Office Management:

• Manage day-to-day office operations to ensure an organized, efficient, and professional work environment.
• Coordinate vendor relationships and site service needs, including ordering and maintaining office, cafe, and event-related supplies, ensuring timely deliveries, accurate invoicing, and a well-maintained workspace.
• Oversee office maintenance requests, workspace setup, and supply inventory to support uninterrupted operations.
• Support coordination of on-site meetings, celebrations, and employee engagement activities, ensuring smooth logistics and a welcoming environment.

Quality & Operations Support:

• Assist with document control activities, including maintaining controlled copies, archiving records, and supporting document reviews and approvals.
• Coordinate MasterControl training reminders and related compliance communications.
• Provide administrative support for Quality initiatives, such as tracking reports, metrics, and corrective action documentation.
• Contribute to audit readiness and continuous improvement initiatives within Quality and Operations.

PERFORMANCE MEASUREMENTS

• High-quality, error-free PowerPoint presentations prepared on time for leadership use.
• Timely and accurate processing of purchase orders, invoices, and expense reports.
• Office supplies, cafe, and equipment maintained in good order with minimal disruption to operations.
• Efficient support of audits, events, and compliance-related activities.
• Positive feedback from leaders and team members on responsiveness, organization, and presentation quality.

QUALIFICATIONS

EDUCATION/CERTIFICATION:

• Bachelor's degree in business administration or equivalent work experience

REQUIRED KNOWLEDGE:

• Proficiency in Microsoft Office Suite and other relevant software applications; strong grasp of Word, Excel, PowerPoint, and Outlook
• Knowledge of healthcare manufacturing and quality assurance is a plus

EXPERIENCE REQUIRED:

• 3 -10 years of administrative, office management, or other related experience. (corporate or manufacturing setting preferred)

SKILLS/ABILITIES:

• Exceptional PowerPoint and presentation design skills.
• Excellent organization, attention to detail, and ability to manage multiple priorities.
• Strong interpersonal and communication skills with a service-oriented approach that makes working with them easy and enjoyable.
• Professional judgment and ability to handle confidential information and time-sensitive requests.
• Ability to work independently while collaborating across multiple departments.

WORKING CONDITIONS

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  This position operates primarily within an office environment located in a healthcare manufacturing facility. The standard workweek is typically 40 hours, Monday through Friday, with occasional overtime required to meet deadlines or support special projects and events.

  
  
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  While performing the duties of this job, the incumbent may be required to sit, stand, walk, or move between office and manufacturing areas for extended periods. Lifting, carrying, or moving objects weighing up to 25 pounds may be necessary to support meetings, events, or office activities.

  
  
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  The work environment is not hazardous but requires adherence to company health and safety protocols, including the use of personal protective equipment (PPE) as applicable when entering manufacturing or laboratory areas.

  
  

SALARY RANGE

• $65,000 - $75,000 annually, plus bonus

BENEFITS

PDI is pleased to offer comprehensive and affordable benefits for our associates, which includes:

• Medical, behavioral & prescription drug coverage
• Health Savings Account (HSA)
• Dental
• Vision
• 401(k) savings plan with company match and profit sharing
• Basic and supplemental Life and AD&D insurance
• Flexible Spending Accounts (FSAs)
• Short & long-term disability
• Employee Assistance Program (EAP)
• Health Advocacy Program

PDI also offers many voluntary benefits such as: Legal services, critical illness, hospital indemnity, accident coverage, ID theft and fraud protection, pet insurance and employee discounts.

At PDI, we are also committed to helping our associates maintain a healthy and sustainable work/life balance and are proud to provide associates with paid time off programs including: sick & safe leave, vacation, company & floating holidays, paid parental leave, and depending on the position we also offer summer hours and flex place/flex time options.