Administrative Coordinator

Instrumentum; Boca Raton (FL); On-site; USD 36,000 - 43,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Company-paid life insurance

Short-term and long-term disability

401(k) with company match

Paid time off starting at 10 days

Job summary

Instrumentum is seeking an Administrative Coordinator for its corporate office in Boca Raton, FL. This full-time, on-site role combines front desk duties with administrative support for the executive leadership team, reporting to the Senior Vice President of Administration.

You will answer calls, greet visitors, manage calendars and travel, draft correspondence, and handle expenses. Ideal candidates have 3+ years in office administration and strong MS 365 skills; English/Spanish fluency is a

Qualifications

• Three+ years in office administration, clerical, or executive/administrative assistant roles.
• Clear, warm, professional phone presence with strong writing and proofreading skills.
• Working proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and multi-line or cloud phone systems.
• Ability to handle confidential business and personnel information with sound judgment and discretion.

Responsibilities

• Answer and route calls on the main line, take accurate messages, and resolve routine questions on the first call.
• Greet and check in visitors, customers, vendors, and candidates; maintain visitor log, badges, and sign-in process.
• Return or route voicemails and inbox messages promptly, ideally within one business day.
• Manage calendars, meetings, rooms, and travel for the executive leadership team.
• Draft, format, and proofread correspondence, agendas, presentations, and reports; take notes and track action items.
• Process expense reports, order supplies within budget, coordinate mail, deliveries, and events.

Skills

Phone presence

Writing & proofreading

Discretion with confidential info

Microsoft 365

Multi-line/cloud phone systems

Bilingual English/Spanish

Education

High school diploma or equivalent

Associate degree in business administration

Tools

RingCentral or cloud phone platform

Job description

Instrumentum is a national sterile processing partner. We help hospitals and surgery centers run efficient, compliant, and safe instrument reprocessing operations, so every instrument is surgery-ready and our partners can focus on patient care.

Instrumentum is an equal opportunity employer. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Instrumentum is hiring an Administrative Coordinator for our corporate office in Boca Raton, FL. The pay is $26–$31 per hour, depending on experience, and benefits begin the first of the month after you start.

One front desk. Clear priorities. A leadership team that counts on you.

For many customers, vendors, and candidates, you are their first conversation with Instrumentum. You answer the main line, greet every visitor, and make sure each question reaches the right person.

The priorities here are set in advance. The phones and front desk come first, and executive support is planned around that coverage. On a busy day, you will not have to guess what matters most.

The job

This is a full-time, on-site role that combines receptionist and front desk duties with administrative support for our executive leadership team. You staff the front desk on your own, Monday through Friday. During breaks, calls roll to voicemail, and you return them when you are back. You report to the Senior Vice President of Administration.

What you will do

• Answer and route calls on the main line, take accurate messages, and resolve routine questions on the first call
• Greet and check in visitors, customers, vendors, and candidates, and keep the visitor log, badges, and sign-in process current
• Return or route every voicemail and general-inbox message within one business day, and the same day whenever you can
• Manage calendars, meetings, rooms, and travel for the executive leadership team
• Draft, format, and proofread correspondence, agendas, presentations, and reports; take meeting notes and track action items to completion
• Process expense reports, order supplies within budget, and coordinate mail, deliveries, facilities requests, vendor visits, and company events

What you need

• Three or more years of experience in office administration, clerical, or executive or administrative assistant roles
• A clear, warm, professional phone presence, and strong writing and proofreading skills
• Working proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and multi-line or cloud phone systems
• Sound judgment and discretion with confidential business and personnel information
• High school diploma or equivalent

What we would like to see

• An associate degree or coursework in business administration or a related field
• Experience in healthcare, medical device, or logistics environments
• Experience with RingCentral or a similar cloud phone platform
• Fluency in English and Spanish

Who does well here

The phone rings during a calendar change, and a courier is at the desk. You handle each in turn, and nothing gets dropped. You take pride in a message taken correctly, a visitor greeted without a wait, and an itinerary with no gaps. You know which information is confidential, and you treat it that way.

The physical side of the job

• Extended periods of sitting or standing at a workstation
• Frequent use of a computer and a phone headset
• Occasionally lifting and carrying packages and supplies up to 25 pounds
• Keeping the front office and breakroom organized and presentable throughout the day
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position

Pay and benefits

• $26–$31 per hour, depending on experience and qualifications
• Overtime paid in accordance with applicable law
• Medical, dental, and vision insurance, effective the first of the month after your start date
• Company-paid life insurance, plus short-term and long-term disability
• 401(k) with company match — you are eligible from your first day
• Paid time off that starts accruing on day one, beginning at 10 days and increasing with tenure
• Employee Assistance Program
• Paid every two weeks
• Structured training and professional development

Schedule and location

Full-time, on-site. Monday through Friday, 8:30 a.m. to 5:00 p.m., with a 30-minute lunch.

Instrumentum corporate office

3701 FAU Boulevard, Suite 100

The pay range for this role is:

26 - 31 USD per hour (Boca Raton Corporate Office)