Job Description

We are seeking an awesome, highly organized and efficient individual to join our team as an Office Administrator. This role is key in keeping our office running smoothly and efficiently, providing exceptional support to our staff and ensuring a positive and productive work environment.

Continue reading if your superpowers are:

• Organization
• Communication
• Proactivity

About SiPhox:

SiPhox, supported by Y Combinator, Intel, and Khosla Ventures, is revolutionizing diagnostics through silicon photonics. Our household devices, powered by disposable silicon photonic chip sensors, deliver the capabilities of large laboratory instruments in a compact form. Our mission is to provide accurate, reliable, and accessible diagnostic tools that empower healthcare professionals and improve patient outcomes.

Responsibilities:

Office Operations:

• Oversee all aspects of daily office operations, including scheduling meetings and appointments, managing calendars, maintaining office supplies, and coordinating maintenance requests.
• Implement and maintain office policies and procedures, ensuring compliance with company standards.
• Maintain a professional and welcoming environment for visitors and clients.
• Manage travel arrangements for staff, including booking flights and hotels.
• Order company memorabilia / swag.
• Maintain and improve office space, including maintaining the kitchen inventories.

Purchase Orders and Accounts Payable:

• Process purchase orders for our office and lab.
• Able to maintain accounts payable mailbox and process invoices for payment
• Negotiate with vendors to secure the best prices and terms.
• Track receipt process and maintain accurate records.

Events:

• Plan and execute company events, from small meetings to large conferences.
• Manage event logistics, including catering, equipment rental, and venue booking.
• Coordinate with vendors and speakers to ensure a successful event.

Additional responsibilities, skillset and bandwidth permitting:

HR Benefits:

• Assist with onboarding new employees, including benefits enrollment and paperwork processing.
• Maintain employee records and update HR systems.
• Manage employee leave requests and time off.

Executive Assistant Duties:

• Manage the executives’ inbox and calendar, including filtering emails.
• Prepare presentations and reports for the executive.
• Handle travel arrangements and expense reports.
• Assist with confidential matters and special projects.

Shipping and Receiving:

• Help manage incoming and outgoing mail and packages.
• Track shipments and ensure timely delivery.
• Maintain accurate records of all shipping and receiving activities.

Qualifications:

• Minimum of 3 years of experience in a similar office administrator or executive assistant role.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills. Effective interpersonal skills.
• Proficient in Microsoft Office Suite.
• Ability to work independently and manage multiple priorities.
• Experience with event planning a plus.
• Experience with purchase orders, accounts payable, HR benefits, and shipping and receiving a plus.

Bonus:

• Experience in healthcare or other engineering technical fields preferred.
• Experience with: Outlook, Slack, Notion, Gusto, Quickbooks, and G-Suite.

We offer a company benefits package, along with the opportunity to work in a dynamic and fast-paced environment. If you are a highly motivated and organized individual with a passion for exceeding expectations, we encourage you to apply!

We look forward to hearing from you.

Job Tags

Similar Jobs