About Scientific Safety Alliance (SSA)
At Scientific Safety Alliance (SSA), we’re on a mission to revolutionize how scientists experience regulation-mandated services. We provide testing, inspection, and calibration services—and supply air filters and equipment parts—to pharmaceutical, medical device, and research organizations across the U.S. and the U.K.
We’re growing fast. With 24 acquisitions in less than 3 years, a customer base of 13,500+, and a spot on Inc. Magazine’s 2024 and 2025 Fastest-Growing Private Companies, SSA is scaling quickly—and looking for reliable, organized people to grow with us.
Role Overview
The Administrative Assistant provides day-to-day administrative support to our Bridport operation. This is a hands-on, detail-focused role that keeps the office running smoothly—helping with customer communication, scheduling, paperwork, invoicing support, and the shipping and handling of customer equipment.
Working alongside the wider team, the Administrative Assistant makes sure jobs are booked in correctly, records are kept tidy, equipment is sent and received on time, and customers get prompt, friendly responses. It’s a great role for someone who is organized, dependable, and enjoys being the person who keeps everything on track.
Key Responsibilities
Customer Communication
- Act as a friendly first point of contact for customer calls, emails, and requests
- Respond to customers promptly and professionally
- Pass on and help follow up questions about scheduling, paperwork, and billing
Shipping & Handling of Customer Equipment
- Receive, check, and log customer equipment and parts coming in and going out
- Pack, label, and prepare equipment for shipping, and arrange couriers and collections
- Prepare shipping documentation and track deliveries to make sure items arrive on time
- Keep equipment, parts, and consumables tidy, labelled, and safely stored
- Coordinate with engineers so the right equipment and parts are ready for each job
Scheduling & Coordination
- Help book and coordinate customer jobs and site visits
- Assist engineers with day-to-day administrative needs
- Cross-check bookings against the schedule and flag any clashes or gaps
Paperwork & Records
- Check engineer reports for completeness and correct formatting before they go to customers
- Coordinate small corrections with engineers when needed
- Keep records, documentation, and filing organized and up to date
Invoicing & Billing Support
- Help prepare quotes and costings for recurring site visits
- Support monthly and ad hoc invoicing and check figures for accuracy
- Create purchase orders for equipment and parts, and help chase outstanding items
General Office Support
- Make sure office supplies are stocked and company vans are kept in order
- Help coordinate audits and keep supporting paperwork ready
- Pitch in wherever needed to keep the office running smoothly
What Success Looks Like
- Customer equipment is shipped, received, and logged accurately and on time
- Invoices and quotes are accurate and prepared on time, with no surprises
- Reports and paperwork are clean, complete, and sent promptly
- Customers receive fast, clear, friendly communication
- Tasks are completed reliably without chasing or reminders
- The office runs smoothly with few errors or delays
Qualifications & Skills
Core Strengths
- Strong attention to detail and good organization
- Able to juggle several tasks and priorities at once
- Clear, friendly, professional communication
- Reliable, with a strong sense of follow-through
- Comfortable in a busy, hands-on environment
Practical Skills
- Confident using Microsoft Excel and everyday Office tools
- Happy to learn new systems (scheduling, billing, and CRM platforms)
- Comfortable with the physical side of handling and packing equipment for shipping
Experience
- Some experience in administration, customer service, or office support (roughly 1–2 years)
- Any experience with shipping/dispatch, invoicing, or scheduling is a plus, but not essential—training will be provided
Work Environment
- Busy, detail-oriented office with a friendly, team-focused feel
- A mix of desk-based admin and hands-on handling of equipment and parts
- Close, day-to-day collaboration with engineers and the wider team
Pay: From £25,000.00 per year
Work Location: In person
