Administrative Assistant II

Salary Range:

Job Description:

Confluent Medical Technologies is a financially healthy and rapidly growing medical device company whose employees are passionate about providing life-saving solutions to our customers through a collaborative and high-impact work environment.  Our environment reflects a culture of growth, leadership, and innovation in which our employees can directly impact the world by doing work that truly matters.

We are looking for an Administrative Assistant to join our Laguna Niguel team! Confluent has assembled a group of engineers, technicians, and operators in Laguna Niguel to manufacture extruder polymers, product development, and provide technical advice for the design, manufacture, and use complex medical device development.   As the Administrative Assistant, you will join the site Management Team.  You will be the first point of contact for internal and external communication with our office and oversee the day-to-day operations of the facility. Additionally, you will have the responsibility of inventorying and monitoring office supplies as well as ordering new stationery, furniture, appliances, and electronics as required.  The office manager will maintain relationships with facility vendors, service providers and the landlord by coordinating on site facilities activities as well as ensuring all items are invoiced and paid on time.  The position regularly reports office progress to senior management and works with them to improve office operations and procedures and will track and monitor equipment calibration allowing our Engineers to focus on other duties. The office manager updates site metrics to measure site performance and efficiency as well as being a backup assisting Customer Solutions and provides the backlog reports daily.  

As a uniquely qualified candidate, you will:    

• Assist with oversight of our Laguna Niguel, California facility, ensuring the site maintains adherence to quality standards and regulatory requirements.
• Manage all aspects of office operation, from engaging with visitors, contractors, to planning and coordinating internal events.
• Report office progress to senior management and working with them to improve office operations and procedures.
• Manage and update site metrics to measure site performance and efficiency.
• Answer telephone calls and emails from customers and clients and directing them to relevant staff.
• Monitor office supplies and ordering new stationery, furniture, appliances, office supplies, and electronics as required.
• Set up interviews, support onboarding activities, and organize their employment paperwork.
• Collaborate with HR to maintain office policies as necessary
• Assist with office layout planning and office moves and with maintaining IT infrastructure
• Perform administrative duties: Greet visitors, plan meetings, support team events, order group meals, etc.
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Organize maintenance companies to keep the office clean and safe and ensure its equipment are in good working order.
• Identify opportunities for process and office management improvements, and design and implement new systems.

• Scan and load contract reviews and Purchase Orders into the system
• Acknowledge customer orders and follow-up with account managers as needed.
• Contribute to internal process and system improvement projects

Education and Experience:

• 3+ Years of work experience in an administrative and customer service role.
• Associates degree or higher level of education preferred.
• Knowledge on ERP systems and MS Office.
• Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks
• Organization and the ability to multitask to complete a wide variety of tasks
• Flexibility to help them adjust to new tasks should company or office needs change
• Strong interpersonal skills to interact positively with all employees
• Leadership ability to manage challenges and oversee employees
• Attention to detail to ensure tasks are completed thoroughly and correctly
• Extensive hands-on experience.   
• Experience in the medical device industry is a plus.
• Possess excellent English communication skills – both written and oral. 

Confluent Medical Technologies is dedicated to working collaboratively with our customers, taking their projects from rapid prototype into high volume production. Our unparalleled technical expertise, proven experience and partnership with our clients has allowed us to perfect the process necessary to deliver world-class medical devices through innovative material science, engineering, and manufacturing. Our primary capabilities include: Nitinol components and tubing, balloon expandable stents and catheters, complex catheters, biomedical textiles, and high precision polymer tubing. We take pride in our position as the leader in the medical technology space and are driven by a passion to create products that our clients have envisioned for their customers.

We regret that we are unable to sponsor employment visas or consider individuals on time-limited visa status for this position.

Confluent Medical Technologies is an equal opportunity employer.

Only qualified candidates will be contacted