Office Manager & Administrative Coordinator

Quasar Medical; California; On-site; USD 60,000 - 90,000; Full time

Job summary

Quasar Medical in California is seeking an experienced Office Manager & Administrative Coordinator to support day-to-day site operations and leadership. You will coordinate calendars, meetings, travel, vendors, and office services, while maintaining an organized, welcoming work environment.

The role requires 3–5+ years in office management, strong communication, and discretion handling confidential information. PMP certification is a plus; proficiency with MS Office is essential.

Qualifications

• 3–5+ years in office management or similar role.
• Strong written and verbal communication with high attention to detail.
• Experience in manufacturing/engineering/medical devices is a plus.

Responsibilities

• Manage day-to-day administrative operations of the office and site.
• Coordinate calendars, meetings, conferences, agendas, and logistics.
• Prepare presentations, reports, and documents; assist with expenses and invoices.

Skills

Organizational skills

Time-management

Communication

Attention to detail

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Job description

Office Manager & Administrative Coordinator### Office Manager & Administrative CoordinatorApply: QUS California: Full time: Posted Yesterday**Our Culture** We strive for an inclusive company culture, where everyone feels valued, has a voice and is treated fairly, for their personal benefit, the benefit of Quasar, and the benefit of our customers and doctors using our products for patients in need. **Job Summary**The Office Manager & Administrative Coordinator is a highly organized, proactive, and professional individual who supports the day-to-day operations of the site and provide administrative support to site leadership and the broader organization.This role is the central point of coordination for office operations, site administration, meetings, visitors, events, travel, and administrative processes. The ideal candidate is highly organized, detail-oriented, approachable, and able to manage multiple priorities while maintaining a professional and welcoming environment.The successful candidate will work closely with site leadership, employees, customers, and visitors and will play an important role in creating an efficient, well-organized, and positive workplace.**Key Responsibilities:**Office & Site Management* Manage the day-to-day administrative operations of the office and site.* Maintain a professional, organized, and welcoming office environment.* Coordinate office supplies, equipment, services, and facilities-related needs.* Liaise with building management, vendors, contractors, and service providers.* Coordinate office maintenance, repairs, and general site services.* Support site access, badges, parking, visitors, and other administrative requirements.* Maintain office procedures and ensure administrative processes are followed.* Identify opportunities to improve office efficiency and employee experience.Administrative Support* Provide administrative support to the Site Leader and leadership team.* Coordinate calendars, meetings, conference rooms, agendas, and meeting logistics.* Prepare presentations, reports, spreadsheets, correspondence, and other documents.* Coordinate leadership meetings and follow-up actions.* Maintain organized records and administrative documentation.* Assist with expense reports, purchase orders, invoices, and other administrative transactions.* Support onboarding and offboarding activities for employees.* Meetings, Events & Visitors* Coordinate customer, executive, and employee visits to the site.* Manage meeting logistics, catering, room setup, and visitor communications.* Support site meetings, town halls, team events, celebrations, and other employee activities.* Serve as a welcoming point of contact for customers, visitors, and external partners.* Coordinate travel and accommodation arrangements when required.* Communication & Coordination* Act as a central administrative point of contact for the site.* Communicate effectively with employees at all levels of the organization.* Coordinate information and requests between site leadership, employees, corporate functions, and external partners.* Handle confidential and sensitive information with discretion.* Ensure important administrative activities and deadlines are followed through.HR & Employee Support* Support HR with new-hire onboarding, employee events, communications, and site activities.* Maintain employee and site administrative records as appropriate.* Support employee engagement initiatives and site communications.* Help create a positive and professional employee experience.Purchasing & Vendor Management* Coordinate routine office purchasing and supplies.* Maintain relationships with office and facility vendors.* Obtain quotes and coordinate purchase requests when needed.* Track recurring services, contracts, and administrative expenses.* Support invoice processing and reconciliation.**Skills and Knowledge Required:**Qualifications* 3–5+ years of experience in office management, administration, executive administration, or a similar role.* Strong organizational and time-management skills.* Excellent written and verbal communication skills.* Strong attention to detail and follow-through.* Ability to manage multiple priorities in a fast-paced environment.* Strong Microsoft Office skills, particularly Outlook, Word, PowerPoint, and Excel.* Professional and approachable interpersonal style.* Ability to work independently and exercise good judgment.* Ability to maintain confidentiality and handle sensitive information appropriately.* Experience working in a manufacturing, engineering, technology, or medical device environment is a plus. Certifications* Project Management Professional (PMP) certification preferred.* Equivalent project management training or certification will also be considered. Key Skills· Organization & planning· Communication· Customer service mindset· Attention to detail· Problem solving· Ownership & accountability· Professionalism· Discretion & confidentiality· Adaptability· Teamwork