Office Manager & Administrative Coordinator

Quasar America LLC; California; On-site; USD 65,000 - 90,000; Full time

Job summary

Quasar America LLC is seeking an experienced Office Manager & Administrative Coordinator to streamline day-to-day operations at our California site. You will oversee office administration, meetings, visitor coordination, travel, and HR support, partnering with site leadership to maintain a productive, professional environment.

Strong organization, communication, and confidentiality are essential in a fast-paced manufacturing/medical device setting.

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.
• Experience in a manufacturing, engineering, technology, or medical device environment is a plus.

Responsibilities

• Manage day-to-day administrative operations of the office and site, maintaining a professional, organized, and welcoming environment.
• Coordinate calendars, meetings, agendas, rooms, and logistics; prepare presentations and reports.
• Coordinate leadership meetings and follow-up actions; maintain records and documentation.
• Support onboarding/offboarding and expense reports; process invoices and POs.
• Coordinate visits, travel, and accommodations; liaise with vendors and building management.

Skills

Organization & planning

Communication

Customer service mindset

Attention to detail

Problem solving

Ownership & accountability

Professionalism

Discretion & confidentiality

Adaptability

Teamwork

Education

PMP certification

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Job description

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

Join Our Global Team

Are you passionate about helping others? Our employees are dedicated to serving medical device customers who deliver life-giving therapies around the world. We seek individuals who are enthusiastic, intelligent and thrive in teamwork, with a strong aspiration to pursue a fulfilling and impactful career. At Quasar, every day is a new opportunity to make a difference. Check out our open positions and bring your passion to life.

True To Quality

At Quasar, quality is more than just a priority – it is part of our culture. Our comprehensive development and manufacturing solutions for minimally invasive devices, catheters and sensors enable life-giving therapies for patients all over the world, and we take this responsibility seriously. Explore exciting career opportunities with Quasar by browsing our current job openings. We look forward to hearing from you!

Our Mission

To earn the trust of leading medical device brands as quality supply partner with minimally invasive and innovative solutions for patients globally and locally. What we make saves lives. If you share our commitment to quality and innovation, we want to hear from you.