Office Administrator - Plasma International : Job Details

We are seeking a highly motivated and organized Office Administrator / Manager to join a pioneering early stage startup in the medical device technology sector.

The company is on the brink of rapid growth and they are looking for a hands-on Administrative Assistant/Manager who thrives in a dynamic, fast-paced environment and is ready to roll up their sleeves to support all facets of business operations (Finance, Human Resources, Executive levels and Operational support)

This is a unique opportunity for someone who enjoys wearing multiple hats and being at the heart of a company's growth journey.

Position Overview

This role requires someone who is highly organized, detail-oriented, and comfortable taking ownership of day-to-day responsibilities across finance, HR, executive support, and operations. You will directly execute critical tasks that enable the smooth running of the business, providing hands-on support in all areas while collaborating closely with leadership to ensure scalability and efficiency.

Key Responsibilities

Finance (AR, AP & Reporting)

• Manage all day-to-day financial operations, including Accounts Receivable (AR) and Accounts Payable (AP).
• Prepare and manage monthly financial reporting, ensuring accuracy and timeliness.
• Handle bank reconciliations and maintain financial records.
• Assist in budgeting, forecasting, and cash flow management.
• Work with external accountants or bookkeepers to ensure compliance with tax and financial regulations.

Human Resources

• Oversee recruitment efforts, including posting jobs, scheduling interviews, and managing the onboarding process for new hires.
• Maintain employee records and ensure compliance with employment laws and regulations.
• Administer payroll and employee benefits, ensuring accuracy and timeliness.
• Act as the primary point of contact for employee queries and HR-related tasks.

Executive & Board-Level Support

• Provide direct administrative support to executives, including calendar management and scheduling.
• Prepare materials, reports, and presentations for executive and board meetings.
• Record and distribute minutes, action items, and follow-ups for meetings.
• Handle confidential and sensitive information with utmost professionalism.

Operational Support

• Manage day-to-day office operations, including ordering supplies and managing vendor relationships.
• Develop, implement, and refine company policies and procedures.
• Organize travel arrangements and process expense reports.
• Support cross-functional projects and initiatives as needed, acting as a central point of coordination for various departments.

What We're Looking For

Experience & Skills

• Experience: 5+ years in a similar administrative or operational role, ideally in a technology startup environment (Medical Device experience highly advantageous)
• Hands-On Expertise: Comfortable taking ownership of tasks and executing them independently with minimal supervision.
• Finance Knowledge: Proficiency in financial management tools and processes (e.g., QuickBooks, Excel, or similar).
• HR Skills: Familiarity with HR tools and best practices, including payroll, benefits administration, and compliance.
• Organizational Skills: Exceptional multitasking abilities and attention to detail.
• Tech Savviness: Proficiency with tools such as Google Workspace, Microsoft Office, and project management software (e.g., Asana or Trello).

Attributes

• High level of discretion, integrity, and professionalism.
• Self-starter who is proactive, resourceful, and thrives in a fast-paced environment.
• Team-oriented mindset with the ability to work independently.
• Strong organizational, communication, and leadership skills with a proactive approach
• Strong problem-solving skills and a “can-do” attitude.

Qualifications:

• Bachelor's degree in Business Administration or a related field.
• 5+ years of administration experience, playing a leading part in bookkeeping, accounting and HR functions, preferably in a technology company.
• Proven experience in early-stage startup environments, preferably in medical device or technology sectors.
• Strong organizational, communication, and leadership skills with a proactive approach.
• Proficiency with office tools and accounting software (QuickBooks experience is a plus).

What We Offer:

• Competitive salary and benefits package.
• Opportunity to contribute to cutting-edge advancements in healthcare.
• Dynamic and collaborative work environment.

Interested Office Administrators / Managers with experience gained in an early stage startup technology company are especially urged to apply, this role would suit an individual with the ability to develop and implement administrative processes as the company grows.