On-Site Admin & Front Desk 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 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