Administrative Operations Manager

3 weeks ago

Boston, United States Medical Tech Company Full time

Job Overview:

My client, a medical equipment company located in Boston, MA, is currently seeking a proactive and detail-oriented Administrative Operations Manager to join their team. This pivotal role involves overseeing a wide range of administrative tasks to ensure the smooth operation of the organization.


Responsibilities:

  • Manage executive calendars, scheduling meetings, appointments, and travel arrangements with precision and efficiency.
  • Process expense reimbursements accurately and in a timely manner, adhering to company policies and procedures.
  • Serve as the main point of contact for vendors, facilitating communication, and setting up new vendor accounts as needed.
  • Coordinate supply ordering, ensuring adequate stock levels and timely delivery of office supplies and materials.
  • Handle shipping arrangements for outgoing materials and manage incoming shipments, distributing packages to the appropriate recipients.
  • Maintain accurate inventory records, conducting regular audits to monitor stock levels and reconcile discrepancies.
  • Create invoices and send them to the correct point of contacts, following up as necessary to ensure prompt payment.
  • Collaborate with cross-functional teams to streamline processes and optimize operational efficiency.
  • Assist with special projects and initiatives as assigned, demonstrating flexibility and adaptability in a fast-paced environment.
  • Other duties as needed.


Qualifications:

  • Bachelor's Degree required
  • 3-5 years of experience in administrative operations or a similar role, preferably in a corporate environment.
  • Proficiency in calendar management software, expense management systems, and Microsoft Office Suite (Word, Excel, Outlook).
  • Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
  • Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders.
  • Detail-oriented with a high degree of accuracy in work output.
  • Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities.

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