Office Support & QA Specialist

About LighthouseAI
LighthouseAI provides pharmaceutical state licensing software and services to pharmaceutical manufacturers, wholesale distributors, logistics companies, and pharmacies. The LighthouseAI product suite includes LighthouseAI Intelligence®, which uses artificial intelligence to automate compliance requirement research, and LighthouseAI Management® which enables maintenance. LighthouseAI creates a stress-free and streamlined state licensing experience with support from our expert industry veterans and professional solutions.

This is a full-time in office position.

Working Hours: Monday-Friday 8am - 4:30pm

Essential Duties And Responsibilities:

Office Assistant

Document Management

• Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
• Shred confidential and outdated documents in compliance with company policies.
• File and retrieve documents as needed.
• Process incoming mail for project managers, including opening, scanning, and uploading documents.
• Convert files to different formats as needed (Adobe PDF, etc.).
• Maintain and update the client database (Lighthouse – Document Repository).
• Mailroom and Office Support
• Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail related requests.
• Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
• Receive and distribute incoming packages and correspondence efficiently.
• Assist with conference-related shipments and other special projects as assigned.
• Organize and maintain physical and digital files, ensuring accurate and efficient record-keeping.
• Shred confidential and outdated documents in compliance with company policies.
• File and retrieve documents as needed.
• Process incoming mail for project managers, including opening, scanning, and uploading documents.
• Convert files to different formats as needed (Adobe PDF, etc.).
• Maintain and update the client database (Lighthouse – Document Repository).
• Serve as a backup for the mailroom, handling tasks in the absence of designated staff and assisting with mail related requests.
• Prepare and coordinate mail drops and deliveries through UPS, USPS, and FedEx.
• Receive and distribute incoming packages and correspondence efficiently.
• Assist with conference-related shipments and other special projects as assigned.

General Office Tasks

• Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
• Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
• Support various administrative functions as needed based on business requirements.
• Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the company and/or it’s clients.
• Perform light housekeeping duties, such as breaking down and disposing of boxes to maintain a clean and organized workspace.
• Lift and move items up to 40 lbs as required for shipments, office organization, and supplies management.
• Support various administrative functions as needed based on business requirements.
• Responsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the company and/or it’s clients.

Administrative Duties:

• Take on additional responsibilities and tasks as determined by the evolving needs of the company and its customers.
• Support front office and office manager duties as needed
• Demonstrate flexibility and a proactive approach to meeting dynamic organizational goals.
• Take on additional responsibilities and tasks as determined by the evolving needs of the company and its customers.
• Support front office and office manager duties as needed
• Demonstrate flexibility and a proactive approach to meeting dynamic organizational goals.

QA Specialist (future add on responsibility)

• Assist QA Manager with quality reviews of documentation to ensure compliance with state regulations and company standards.
• Assist QA Manager with maintaining the Legal Inc documents and processes including Business Registrations, Foreign Qualifications, and Annual/Biennial reporting.
• Assist QA Manager with quality reviews of documentation to ensure compliance with state regulations and company standards.
• Assist QA Manager with maintaining the Legal Inc documents and processes including Business Registrations, Foreign Qualifications, and Annual/Biennial reporting.

Qualifications:

• 1–3 years of office administration or document management experience.
• Previous experience in a law firm is preferred but not required.
• Proficiency with Microsoft Office Suite, Adobe PDF, and document management systems/databases.
• Strong organizational skills with attention to detail and accuracy.
• Effective written and verbal communication skills; ability to handle confidential information professionally.
• Flexible, proactive, and able to manage multiple priorities in a fast-paced environment.
• Ability to lift up to 40 lbs and perform light housekeeping/office support tasks.

Compenstion: $24/hour

Benefits:

• Health, Dental, Vision Insurance
• STD, LTD, Life Insurance
• 401(k)
• 10 Paid Holidays
• 3 weeks PTO annually