Operations Administrator

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