Administrative Manager

Location:

Hybrid - Tri-State Area (NY/NJ/PA) Preferred;
Ability to travel to NJ weekly/as needed

We are seeking a highly organized and adaptable Administration Manager to support the Administration function(s) at our growing medical device company. This role is responsible for a wide range of administrative tasks that ensure smooth company operations. The ideal candidate is a proactive problem-solver with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. This role operates with a high degree of autonomy and is expected to independently prioritize work across HR, administration, and operation needs in partnership with the HRBP and cross-functional leaders.

• Oversee day-to-day administrative operations, ensuring efficient and professional support for both c-level, leadership and employees including meeting scheduling, calendar management, travel, etc.
• Manage vendor relationships and contracts related to facilities, office services, general operations and administration including contract filing/folders.
• Manage HCP contract, invoice submission, W9 collection and follow up
• Contribute to shipping and receiving management including budget allocation
• Support coordination of engagement activities and company meetings, events, and offsites by aiding with logistics, scheduling, catering, and travel coordination, as needed.
• Serve as the primary point of contact for employee and team requests related to office services, facilities, and equipment.
• Update and maintain administrative documentation including policies, licensing records, insurance certificates, and vendor agreements.
• Oversee, track and manage company vehicle fleet program—including onboarding/offboarding of drivers, registrations, maintenance schedules, utilization and insurance renewals.
• Partner with HR to ensure accurate driver records, compliance with fleet policies, and timely renewals of required licenses or certifications.
• Manage vendor relationships including fleet and insurance providers and ensure alignment with company processes, procedures, and budget.

• Oversee the physical NJ office environment, ensuring a professional, safe, and compliant work/living space.
• Coordinate with building management, vendors, and service providers for maintenance, cleaning, and repairs.
• Manage office access, security badges, procedures and stock, as needed.

• Partner with HR and IT vendors or internal IT teams to support employee hardware and software requests including Docu Sign, troubleshooting, and equipment tracking.
• Work with IT to manage the company’s IT asset inventory (laptops, monitors, phones, etc.) and coordinate deployment for new hires.
• Support account provisioning and deactivation during onboarding/offboarding and assist in maintaining up-to-date records of company systems, licenses, and renewals.

• Support HR with onboarding/offboarding processes, employee file maintenance, internal training/SOP administration and HRIS updates.
• Assist with recruiting logistics including interview coordination and job postings.
• Support expense reconciliation
• Drive compliance and utilization of growth operating system (Metronome) and update manual metrics on a weekly basis.
• Maintain confidentiality and compliance with data handling.
• Support ad hoc operational projects aligned with business needs.

• Associate degree or equivalent experience in related field.
• 3+ years of experience in office administration, HR operations, or facilities/operations management – ideally within a biotech, life sciences, or medical device environment.
• Familiarity with fleet management, vendor relations/management, and licensing processes a plus
• Excellent communication, organizational, and project management skills with the ability to answer to multiple teams.
• Proficiency in Microsoft Office Suite
• Must reside within the tri-state area (NY/NJ/PA) and be available to travel to the office a minimum of once a week with additional travel to the NJ office as business needs require.

You’ll play a vital role in keeping a high-growth medical device company organization running smoothly. This is an exciting growth opportunity for a detail-oriented, solutions-driven professional to help shape the operational infrastructure of an innovative company advancing healthcare technology.