Office Administrator

Ergo-Flex Technologies is the developer, manufacturer, and distributor of innovative equipment for chiropractic and therapeutic healthcare professionals that provide extraordinary results for patients experiencing chronic pain.

Position Title: Office Administrator

Department: Executive Support / HR Support / Administration 

Reports To: Chief Operating Officer (provides administrative support to the executive team — CEO, President, CFO, COO, CCO.

Direct Reports: None (individual contributor)

Employment Type: Full-Time, non-exempt

 

Success requires exceptional organization, the ability to juggle competing priorities from multiple executives, clear communication, and sound discretion with confidential information.

Executive Team Support
·         Provide shared administrative support to the executive team CEO, President, CFO, COO, CCO, and balancing and prioritizing requests.

·         Manage and coordinate executives’ calendars, schedule and confirm meetings, and resolve scheduling conflicts.

·         Arrange travel accommodations, and itineraries, and prepare related expense reports and reimbursements.

·         Prepare agendas, compile materials, record and distribute minutes, discuss action items for executives, management, 
          and Board meetings.

·         Draft, format, proofread, and finalize correspondence, memos, reports, and presentations on behalf of the executive team.

·         Handle confidential and sensitive information with a high degree of discretion and professionalism.

Office & Administrative Management
·         Serve as the primary point of contact for the front office — greet and direct visitors, answer, screen, and route incoming phone 
          calls and general inquiries.

·         Manage incoming and outgoing mail, shipments, and packages received in the front office.

·         Monitor and order office and kitchen supplies using the monthly PAR; maintain copy-machine and equipment supplies, 
          and coordinate service as needed.

·         Ensure the reception area, conference rooms, and common areas are clean, stocked, and presentable throughout the day.

·         Maintain organized physical and digital filing systems, including labeling, digital file organization, and periodic cleanup.

·         Coordinate facilities and office-service vendors (cleaning, equipment, building services) and maintain related records and contracts.

·         Run company errands as needed and handle other general administrative tasks that keep daily operations running smoothly.

 Human Resources Administration
·         Perform day-to-day HR administrative duties under the direction of the Chief Financial Officer, who oversees the HR function.

·         Coordinate new-hire onboarding logistics — paperwork, workspace and system setup, and orientation scheduling — in 
          partnership with   hiring managers and the executive team.

·         Maintain accurate, confidential physical and digital personnel files and employee records in the company HR system.

·         Post job openings, coordinate and schedule candidate interviews, and manage applicant correspondence.

·         Support day-to-day HR processes, including PTO/leave tracking, the out-of-office calendar, and benefits enrollment 
          coordination, in partnership with payroll (Bookkeeper) and the executive team.

·         Maintain and distribute the employee handbook and HR policy documents and track acknowledgments.

·         Maintain required labor-law postings and support compliance with company HR policies.

·         Coordinate employee engagement and recognition programs — EOM/EOQ and milestone awards, birthdays and 
          anniversaries, celebrations, and employee events.

Event, Meeting & Records Coordination
·         Coordinate logistics for internal meetings, employee events, and company gatherings, including scheduling, setup, and refreshments.

·         Support in-house seminars and conferences with administrative and hospitality logistics, in coordination with the 
          Marketing Coordinator.

·         Maintain organized company administrative records and support basic records-retention practices; route-controlled 
          quality documents to the COO for sign-off.

·         Provide backup administrative coverage across departments as needed.

Key Competencies
Executive & administrative support · Organization & prioritization · Confidentiality & discretion · Calendar & travel coordination · Written & verbal communication · HR administration · Attention to detail · Adaptability & multitasking · Professionalism & customer service.

Required
·         Associate’s degree in business administration or a related field, or equivalent administrative experience.

·         Two or more years of administrative, executive-support, or office-coordination experience, preferably 
          supporting multiple managers or executives.

·         Excellent organizational, time-management, and multitasking skills, with strong attention to detail.

·         Strong written and verbal communication skills, including professional business writing and proofreading.

·         Demonstrated ability to handle confidential information with discretion and sound judgment.

·         Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, AI).

·         Ability to work independently, take initiative, and manage competing priorities from multiple executives.

Preferred
·         Prior experience supporting senior leadership or executive team welcomed.

·         Experience with HR administration, onboarding, or personnel recordkeeping.

·         Familiarity with HR/payroll or ERP systems (e.g., ADP, Odoo) and CRM tools.

·         Experience in manufacturing, or other regulated business environment.

Work Environment
·         Office-based role during standard business hours, with occasional flexibility around company events and executive-team needs.

·         Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.