Administrative Support Specialist, Eurofins Environment Testing - Air Toxics, Folsom, CA - Eurofins Environment Testing Northern California, LLC

Company Description

Eurofins Scientific is an international life sciences company, providing a unique range of analytical testing services to clients across multiple industries, to make life and our environment safer, healthier and more sustainable. From the food you eat, to the water you drink, to the medicines you rely on, Eurofins laboratories work with the biggest companies in the world to ensure the products they supply are safe, their ingredients are authentic, and labelling is accurate. Eurofins is dedicated to delivering testing services that contribute to the health and safety of society and the planet, and to its corporate responsibility to protect the environment and ensure diversity, equity, and inclusion across the entire network of Eurofins companies.

Job Description

The Administrative Support Specialist is responsible for managing a wide range of administrative, procurement, and accounts payable (AP) functions to ensure efficient daily operations. This includes setting up and maintaining client and vendor accounts, processing invoices and purchase orders, and liaising with vendors to resolve discrepancies. The position also supports office and facilities management by coordinating supply orders, maintenance services, and special event needs. Additionally, the role plays a key part in facilitating financial reporting, ensuring compliance with company procedures, and providing timely support to lab and management teams. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask effectively in a dynamic environment.

Essential Duties and Responsibilities

Accounts Payable

• Setting up new clients and running credit reports for new clients
• Releasing Fin Holds
• Receiving, coding and submitting weekly AP packets to NSC
  • RNI Report
  • INR Report
• To include editing incorrect PO's
• Calling vendors - Finding/Correcting Invoices/PO's
• Credit Memos Folsom
• Reissued Invoices Folsom
• Weekly/Monthly Monitoring and Requests for Statements from vendors
• Creating PO's for Ad hoc invoices
• Receive all invoices against all PO's Daily/Weekly/Monthly in Coupa
• Monthly AP Accrual reporting to NSC
• Check requests in Coupa for Annual Fees
• Daily reporting of Revenue

Purchase Ordering-COUPA

• Weekly Nitrogen/Helium/Zero Air Gas Orders for each Tuesday delivery
• All purchase order requests from the lab other than Calibrating Standards: To include requesting quotes and/or updated quotes from vendors
• Placing/Receiving all orders in Coupa
• Creating/Maintaining blanket PO's for bulk/monthly shipments
• Capex Orders
• Finding alternate items/vendors for items on backorder
• Providing manager with an updated Monthly Consumables spreadsheet prior to EOM
• Returning items ordered incorrectly and/or inquiring with the vendor
• Responding to lab employee emails on order statuses

Additional Responsibilities (Office/Facilities):

• Order supplies for the breakroom
• Order/upkeep office supplies for the lab "supply room"
• Call and schedule service for most maintenance (AC/electrical/copy machines)
• Follow up on said services for invoices (AP)
• Occasional Lunch/Coffee Pickups for Clients and visitors
• I-9 Submittals
• Assist with events/holidays
• Assists in sending out monthly customer statements.
• Picking up mail and distributing

Qualifications

• High School Diploma or equivalent; Associate or Bachelor's degree preferred
• Minimum of two to three years of experience in Accounts Payable, Purchasing, or a related administrative role
• Authorization to work in the United States indefinitely without restriction or sponsorship
• Professional working proficiency in English is a requirement, including the ability to read, write and speak in English

Skills and Abilities

• Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook
• Attention to detail
• Strong organizational skills
• Ability to read and write
• Basic computer knowledge
• Ability to work in a fast-paced environment
• Positive attitude and strong work ethic
• Excellent communication skills
• Additional preferences:
• Ability to work independently and as part of a team
• Flexibility to handle occasional tasks outside of core responsi