Operations Administrator

iHealth Labs; Sunnyvale (CA); On-site; USD 62,400 - 83,200; Full time

Job summary

iHealth Labs, based in Sunnyvale, CA, seeks an Operations Administrator to manage front-office operations and a range of administrative duties. The role requires organizing space, coordinating suppliers, and ensuring HIPAA-compliant office practices to support a fast-paced environment.

The candidate will handle guest reception, employee inquiries, travel arrangements, and event planning, contributing to efficient daily operations in a full-time onsite setting.

Qualifications

• Bachelor’s degree preferred in business/ops or related field.
• 2+ years of administrative or operations support experience.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency with Microsoft Office and CRM/ERP systems.
• Detail-oriented with problem-solving skills.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Serve as the first point of contact for guests, visitors, and incoming calls.
• Respond to employee inquiries regarding office operations, resources, equipment, and travel arrangements.
• Manage office supplies by ordering and tracking inventory levels.
• Coordinate workspace logistics including seating and meeting room scheduling.
• Organize and maintain company records in electronic and physical filing systems.
• Develop and improve administrative procedures to enhance efficiency.
• Provide clerical and operational support across the Sunnyvale office.
• Identify operational inefficiencies and suggest process improvements.
• Manage vendor relationships, contracts, pricing, and lease management.
• Handle office-related invoices and payments, tracking and follow-ups.
• Coordinate employee travel arrangements and related logistics.
• Plan and execute internal and external events and conferences.
• Support office security and HIPAA compliance in the workspace.

Skills

Organization

Multitasking

Communication

Independence

Adaptability

Education

Bachelor’s degree in Business Administration, Operations Management, or related field

Tools

Microsoft Office

CRM/ERP systems

Jira

Job description

Position Title: Operations Administrator

Department: People & Culture

Work Location: Sunnyvale, CA, 94085

Annual Pay Range: $30 - $40 an hour

Job Type: Full-time Onsite

Work Authorization: This position is not eligible for visa sponsorship or employment-based immigration support, including H-1B, OPT, CPT, O-1, or permanent residency sponsorship. Candidates must be authorized to work in the United States without employer sponsorship.

Our Company:

Founded in 2010, iHealth Labs is dedicated to empowering people to live healthier lives. The company is a leading provider of cloud-connected medical devices, personal health care devices, and home-based tests and is at the forefront of the digital health revolution.

In November 2021, iHealth's COVID-19 Antigen Rapid Test received Emergency Use Authorization from the U.S. Food and Drug Administration for over-the-counter sales. Since then, iHealth has become a key supplier of at-home COVID tests to the federal government, state governments, nonprofits, and individual consumers.

iHealth Labs is a leader in digital health solutions with a mission to revolutionize the healthcare industry by making quality health management accessible and affordable for all.

Job Responsibilities

• Serve as the first point of contact for guests, visitors, and incoming calls by providing a professional and welcoming front office experience, directing inquiries, and managing communications
• Respond to employee inquiries regarding office operations, workplace resources, equipment, and travel arrangements
• Manage office supplies by ordering, tracking inventory levels, and ensuring adequate stock for daily operations
• Coordinate workspace logistics, including employee seating, meeting room scheduling, and office setup needs
• Organize and maintain company records and documentation in both electronic and physical filing systems; ensure accuracy and accessibility
• Develop, maintain, and improve administrative procedures and operational documentation to enhance consistency and efficiency
• Provide clerical, administrative, and operational support across the Sunnyvale office to ensure smooth day-to-day operations
• Identify operational inefficiencies and proactively recommend process improvements
• Manage vendor relationships, including contract and price negotiations with office vendors, service providers, and lease management
• Manage office-related invoices and billing, including tracking, processing, and follow-ups to ensure timely payments
• Coordinate employee travel arrangements and related logistics as needed
• Plan and execute internal and external events, including office celebrations, team activities, and conferences
• Support office security by enforcing safety procedures and managing visitor access through the reception area
• Ensure compliance with health and safety regulations, company policies, and internal protocols
• Maintain physical HIPAA compliance standards within the office environment
• Manage tenant-related activities, including service requests, vendor coordination, and ongoing communication
• Coordinate with the manager and support company property management operations as needed
• Manage and maintain company vehicles, including coordinating DMV registration, scheduling routine maintenance (e.g., oil changes), and ensuring compliance with all vehicle-related requirements
• Manage swag inventory and distribution, including tracking stock levels, coordinating employee pickup requests, and ordering replenishments as needed
• Oversee all company food orders, including weekly meals and catering for meetings, ensuring efficient planning and execution
• Perform additional administrative and operational duties as assigned

Requirements and skills

• Bachelor’s degree in Business Administration, Operations Management, or related field preferred
• 2+ years of experience in administrative or operations support roles
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and/or CRM/ERP systems
• Detail-oriented with strong problem-solving skills
• Ability to work independently and in a fast-paced environment
• Spanish or Mandarin speaking would be a Plus.
• Experience with project management tools like Jira is a Plus