HR Administrative Specialist

Autonomous Medical Devices Incorporated (AMDI) , with its principal place of business in California, employs a world class team of engineers, scientists, clinicians, and manufacturing experts dedicated to the development and manufacture of point-of-care diagnostic devices using breakthrough microfluidics, protein engineering, and data/cloud connectivity. AMDI will launch its first products from its ISO:13485 certified 110,000 square foot facility in Santa Ana, CA.

Summary of Position

We are seeking a highly motivated and enthusiastic individual to join our dynamic biotech industry team. Reporting to the Vice President, Human Resources, the HR Administrative Specialist provides hands-on overall administrative support to the team and HR department. The HR Administrative Specialist is the primary contact and communication for guests, vendors, and employees of the company.

Location:

This is an onsite position located at our Santa Ana, Ca office.

Essential Duties and Responsibilities
Monitors and organizes the front lobby to ensure the appearance of the lobby is professional and welcoming of guests.
Manages the day-to-day interactions with certain external vendors that support the ongoing operations such as food service vendors for the facility, office supplies, plants, etc.
Engages and communicates regularly with the management team on assessing the needs and coordinates on-site meetings, candidate interviews, audits, etc.
Purchases and monitor inventory of office supplies, facilities supplies, food, snacks/drinks, holiday decorations, employee gifts, etc.
Oversee the boardroom, conference rooms, designated open spaces are stocked with office supplies.
Ensure the lunchroom areas are well organized and properly stocked with drinks and healthy snacks for employees.
In conjunction with HR/Finance, and as directed, reviews and tracks contracts for vendors relating to office and building.
Upkeep of vendor contact list and frequency of vendor services provided.
Assists the HR department with upholding office policies and recommends improvements on existing processes. Implements initiatives related to company culture and employee wellness.
Participates as part of the company Safety Team and assists in implementing or following safety procedures, including evacuation plans, evacuation drills, and maintaining building security.
Assist with review/drafting of companywide announcements and flyers.
Acts as a general point of contact for AMDI employees seeking proper advice on resolving various issues and seeks to resolve the issue or promptly direct the employee to the proper resource for resolution.
Assist with employee engagement and participates in the event committee in planning and executing Company functions/events such as employee activities, Company Holiday Parties, Socials, etc. Participates in decorating the office with holiday themes.
Schedule and manage calendars as needed for conference rooms, wellness, prayer, and lactation rooms, group use of the lunchroom, and EV charging stations.
Assist with shipping packages and receiving packages daily.
Maintains and issues building keys, FOBS, keycards, etc.
May assist with some of the Recruitment functions of job posting, reviewing resumes, scheduling interviews, etc.
Assist with organizing and filing of confidential personnel or finance files.
Priorities and tasks may vary slightly based on the needs of the business.
Assists with other administrative duties or other departments as the need arise.
Qualifications Required for Position

Bachelor's degree in Business Administration, Hospitality, Human Resources, or equivalent combination of experience and education.
Minimum 5 years experience in office administration, human resources or facilities management.
Must have professional and welcoming attitude and experience managing a professional office.
Ability to maintain the highest level of discretion, diplomacy, and confidentiality in all dealings with visitors, vendors, and employees.
Must have extreme attention to detail, experience handling sensitive and confidential data, superior organizational skills and multitasking ability to meet overlapping deadlines.
Highly motivated with ability to adjust to changing priorities in a fast-paced environment.
Excellent interpersonal, written, and verbal communication skills,
Excellent Computer skills with proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook) and Microsoft Teams or Zoom; Experience with an ERP system is highly preferred (NetSuite, Oracle, SAP).
Prior experience with creating flyers, templates, documentation guides, digital media or social media
Able to apply basic analytical skills to capture, organize and present data that informs business decisions related to the duties of the job.
Actively seeks detailed information needed to fulfill the job requirements and keeps management up to date on progress.
Desired skills and traits

Has a strong sense of partnership with the rest of the team to fairly and speedily address issues that impact the efficiency of the team's work environment.
Works with the team in a positive, cheerful way to deal with issues that arise in the office.
Strong Customer Service focus to carrying out day to day tasks.
Gracefully handle pressure to remain a constantly reliable resource to team members.
Use discretion at all times to be a trustworthy keeper of confidential information.
Effectively convey messages to a variety of different audiences in a variety of different formats.
Comes up with creative solutions to solve office issues and effectively communicates solutions to the team.
Well organized and attentive to details.
Proactive in addressing potential issues before they become a problem and approaches solutions in a collaborative manner; maintains conceptual flexibility in implementing the best solution.
Maintains a strong network of local resources and vendors
Work Environment

Work requires to be onsite and indoors working at a computer workstation for long periods.
Ability to walk around facility, indoors and outdoors, including stairs and uneven walkways.
Walking, bending, stooping, lifting, carrying.
Ability to carry up to 25 lbs.
Ability to run errands on behalf of the Company such as stores, post office, FedEx, etc.

Autonomous Medical Device Incorporated offers a comprehensive compensation and benefits package to eligible employees including:

- Company provided lunch to all employees when working at one of AMDI's on-site locations.

- 401(k) match

- Health insurance, 100% paid for by employer including: Medical, Dental, Vision & Life Insurance

- Competitive vacation, sick days & paid holidays

- Tuition reimbursement

- Casual dress code

- Employee discounts on activities such as theme parks, movie theaters, hotels, rental cars, etc.

- Monthly company-wide socials

Autonomous Medical Devices Incorporated (AMDI) will not accept unsolicited resumes from any source other than directly from a candidate. An Agency must obtain advance written approval from AMDI's internal Human Resources team to submit resumes only in conjunction with approved valid fully executed contracts.

Our commitment to an inclusive workplace:

We are an equal opportunity employer and encourage people from all backgrounds to apply.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other protected characteristic under federal, state, or local law.