Administrator, Business Operations

Job Title: Administrator, Business Operations

 

Role Level: Individual Contributor 

 

Supervisor/Manager Title: CFO

 

Job Location & Environment: Irvine, CA – Corporate Office 

 

Job Description Summary: Provide comprehensive administrative and operational support to department leadership and staff. This role supports day-to-day office activities, coordinates documentation and communication, and assists with basic operational and reporting tasks to ensure efficient business operations.

 

Job Responsibilities: 

Administrative Support:

• Provide general administrative support to department staff and management.
• Maintain organized electronic and physical files in accordance with company policies and audit requirements.
• Prepare, format, and distribute correspondence, reports, and internal documents.
• Schedule meetings, coordinate calendars, and assist with meeting preparation and follow-up.
• Respond to internal and external inquiries in a professional and timely manner.

 

Office & Operational Support:

• Assist with tracking, routing, and processing departmental documents and requests.
• Coordinate with internal teams to obtain information, approvals, and supporting documentation as needed.
• Support onboarding and offboarding activities, including documentation and coordination with relevant departments.
• Assist with special projects and ad hoc administrative assignments.

 

Legal Support:

• Assist with contract execution via DocuSign.
• Draft agreements using established templates.
• Attach supporting documents, such as budgets, to finalized agreements.
• Monitor the contract management system (CLM) calendar and provide reminders to stakeholders regarding upcoming expirations and renewals; follow up as needed.

 

Finance Support:

• Assist with travel expense reporting.
• Assist with miscellaneous finance administrative tasks.

 

Reporting & Data Support:

• Compile and maintain basic logs, trackers, and reports to support department operations.
• Assist with periodic reviews of documentation for completeness and compliance with company policies.
• Enter and update information in company systems accurately and timely.

 

Communication & Coordination

• Act as a point of contact between department staff and other company employees.
• Communicate status updates and resolve routine administrative issues.
• Interact with external contacts in a professional manner that reflects positively on the company.

Required Education and Experience:              

• Associate degree or equivalent work experience required.
• Minimum of 5-7 years of administrative or office support experience.
• Experience working in a structured, fast-paced business environment preferred.
• Familiarity with ERP, expense, or document management systems is a plus.

 

Skills and Abilities Required for This Job:

• Strong written and verbal communication skills.
• High attention to detail, accuracy, and organization.
• Ability to manage multiple tasks and prioritize effectively.
• Ability to work independently with minimal supervision.
• Professional demeanor with strong customer service orientation.
• Flexibility to work additional hours when necessary to meet deadlines
• Internal: Other department staff and company employees at all levels. 
• External: Vendors, service providers, and external partners as required.

 

Physical Requirements:

• Prolonged sitting.