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Administrative Support Manager

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Autonomous Medical Devices Incorporated

Administrative Support Manager

Santa Ana, CA
Full Time
Paid
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  • Responsibilities

    Job Description

    AUTONOMOUS MEDICAL DEVICES INCORPORATED (AMDI) is a fast-paced medical diagnostics company working on cutting-edge, point-of-care testing modalities. The ADMINISTRATIVE SUPPORT MANAGER will be based at the newly refurbished 110,000 square foot corporate offices and manufacturing facility based in Santa Ana, CA (fully opening in Summer 2022). Until then, the employee will be based at one of our temporary satellite offices in the local Orange County area.

    If you enjoy:

    • A fast-paced, start-upesque environment where everyone has a voice, and all employees are valued
    • A friendly, dynamic, collaborative and team-oriented culture where this is no place for egos
    • An innovative scientific organization focused on cutting-edge and fully automated assay development and manufacturing
    • Living and breathing the company culture, all the while assisting the human resources team with programs and objectives
    • Providing exceptional customer service engagement and support, all the while managing the day-to-day office operations

    Please continue reading this job ad as this may be the role you have you been working towards your entire career! SUMMARY OF POSITION

    Reporting to the Vice President, Human Resources, the Administrative Support Manager is a hands-on administrative and operations support position for assisting all AMDI employees in maintaining a productive, safe, positive, and healthy business environment. The Administrative Support Manager is the primary frontline contact for guests, vendors, and employees of the company.

    ESSENTIAL DUTIES AND RESPONSIBILITIES

    • Manages the operations of Sunflower front lobby, including ensuring all visitors are greeted, registered in the sign-in book, and directed to their contact in the company.
    • Manages the day-to-day interactions with certain external vendors that support the ongoing operations such as the Sunflower landlord, food service vendors for the facility, stock room office supplies, etc.
    • Oversees inventory and creates requisitions in line with company policies for purchases of office supplies, group groceries, lunch, event catering, employee gifts, etc.
    • Engages and communicates regularly with the management team on assessing the needs and coordinates on-site meetings, candidate interviews, audits, etc.
    • Partnering with the VP, HR, implements initiatives related to company culture and employee wellness, particularly the way the company provides food and beverages for employees and guests, as well as managing the accommodations for the Wellness, Prayer, and Lactation rooms in the facility.
    • Schedule and manage calendars as needed for conference rooms, wellness, prayer, and lactation rooms, group use of the lunchroom, and EV charging stations.
    • Participates as part of the company Safety Team and assists in implementing or following safety procedures, including evacuation plans, running evacuation drills, and maintaining building security.
    • Participates in the setting up of new employee workspaces with office supplies and ensuring conference rooms in the facility are supplied with needed materials.
    • Acts as a general point of contact for AMDI employees seeking proper advice on resolving various issues and seeks to resolve the issue or promptly direct the employee to the proper resource for resolution.
    • Assists with planning and executing Company functions/events such as Company Holiday Parties, Socials, etc.
    • Assists with other administrative duties or other departments as needed.

    QUALIFICATIONS REQUIRED FOR POSITION

    • Bachelor’s degree in Business Administration or equivalent combination of experience and education.
    • Minimum 5 years experience in business and office administration and facilities management.
    • Excellent interpersonal, written, and verbal communication skills.
    • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) and Microsoft Teams or  Zoom; Experience with an ERP system is highly preferred (NetSuite, Oracle, SAP).
    • Actively seeks the detailed information needed to fulfill the job requirements and keeps Management up to date on progress.
    • Demonstrated ability to analyze and perform complex tasks independently.
    • Demonstrated ability to apply basic analytical skills to organize and present data that informs business decisions related to the duties of the job.
    • Demonstrated ability to maintain the highest level of discretion, diplomacy, and confidentiality in all dealings with visitors, vendors, and employees.

    DESIRED SKILLS AND TRAITS

    • Has a strong sense of partnership with the rest of the team to fairly and speedily address issues that impact the efficiency of the team’s work environment.
    • Works with the team in a positive, cheerful way to deal with issues that arise in the office.
    • Strong Customer Service focus to carrying out day to day tasks.
    • Gracefully handle pressure to remain a constantly reliable resource to team members.
    • Use discretion at all times to be a trustworthy keeper of confidential information.
    • Well organized and attentive to details.
    • Proactive in addressing potential issues before they become a problem and approaches solutions in a collaborative manner; maintains conceptual flexibility in implementing the best solution.

     

    AMDI is an equal opportunity employer and encourage people from all backgrounds to apply. Benefits begin the first of the month following date-of-hire and include medical, dental, life, PTO, holidays and 401(k) with company-match. Additionally, stock options will (likely) be granted upon hire!

    *Please note that only candidates who are selected for the next round of the interview process will be contacted

    Company Description

    AMDI’s mission is to develop point of care and data distribution technologies that enable delivery of autonomous, personalized health information to patients and doctors at scale. The first product to be produced will provide a qualitative serological profile of data that can be analyzed and used to assess the person’s immunological response to COVID-19. As the virus changes and follow-up studies are designed, our data will be critical to those that are driving the studies, vaccines, and public health measures.