Administrator, Business Operations

Job Title: Administrator, Business Operations

Role Level: Individual Contributor

Supervisor/Manager

Title:

CFO

Job Location & Environment: Irvine, CA – Corporate Office

Job Description

Summary:

Provide comprehensive administrative and operational support to department leadership and staff. This role supports day‑to‑day office activities, coordinates documentation and communication, and assists with basic operational and reporting tasks to ensure efficient business operations.

• Provide general administrative support to department staff and management.
• Maintain organized electronic and physical files in accordance with company policies and audit requirements.
• Prepare, format, and distribute correspondence, reports, and internal documents.
• Schedule meetings, coordinate calendars, and assist with meeting preparation and follow-up.
• Respond to internal and external inquiries in a professional and timely manner.

• Assist with tracking, routing, and processing departmental documents and requests.
• Coordinate with internal teams to obtain information, approvals, and supporting documentation as needed.
• Support onboarding and offboarding activities, including documentation and coordination with relevant departments.
• Assist with special projects and ad hoc administrative assignments.

• Assist with contract execution via Docu Sign.
• Draft agreements using established templates.
• Attach supporting documents, such as budgets, to finalized agreements.
• Monitor the contract management system (CLM) calendar and provide reminders to stakeholders regarding upcoming expirations and renewals; follow up as needed.

• Assist with travel expense reporting.
• Assist with miscellaneous finance administrative tasks.

• Compile and maintain basic logs, trackers, and reports to support department operations.
• Assist with periodic reviews of documentation for completeness and compliance with company policies.
• Enter and update information in company systems accurately and timely.

• Act as a point of contact between department staff and other company employees.
• Communicate status updates and resolve routine administrative issues.
• Interact with external contacts in a professional manner that reflects positively on the company.

• Associate degree or equivalent work experience required.
• Minimum of 5-7 years of administrative or office support experience.
• Experience working in a structured, fast‑paced business environment preferred.
• Familiarity with ERP, expense, or document management systems is a plus.

• Strong written and verbal communication skills.
• High attention to detail, accuracy, and organization.
• Ability to manage multiple tasks and prioritize effectively.
• Ability to work independently with minimal supervision.
• Professional demeanor with strong customer service orientation.
• Flexibility to work additional hours when necessary to meet deadlines
• Internal:
  Other department staff and company employees at all levels.
• External:
  Vendors, service providers, and external partners as required.

• Prolonged sitting.