Operations & Office Excellence Lead

iHealth Labs, Inc.; Sunnyvale (CA); On-site; USD 34,440 - 55,104; Full time

Job summary

iHealth Labs, Inc. in Sunnyvale, CA is seeking an Operations Administrator to manage front office operations and serve as the first point of contact for guests and employees.

This onsite role supports office logistics, records, and vendor coordination in a fast-paced environment. The position requires a Bachelor’s degree and 2+ years of administrative/operations experience, with strong communication and multitasking skills.

Qualifications

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

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.
• Coordinateemployee 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, 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

Skills

Communication

Organization

Multitasking

Microsoft Office

CRM/ERP systems

Jira

Education

Bachelor’s degree in Business Administration or related field

Tools

Jira

Job description

iHealth Labs, Inc. in Sunnyvale, CA is seeking an Operations Administrator to manage front office operations and serve as the first point of contact for guests and employees.

This onsite role supports office logistics, records, and vendor coordination in a fast-paced environment. The position requires a Bachelor’s degree and 2+ years of administrative/operations experience, with strong communication and multitasking skills.