Business Operations Administrator
Company: Optimized Medical LLC
Location: Lincoln, RI
Position Type: Full-Time
About Optimized Medical
Optimized Medical LLC is a specialized engineering and medical construction company that designs, fabricates, and installs custom structural support systems for operating room equipment in hospitals throughout the United States. Since 2011, we have built a reputation for quality, precision, and exceptional customer service by combining engineering expertise with experienced field installation teams.
We are seeking a highly organized, proactive, and professional Business Operations Administrator to oversee daily office operations while providing high-level administrative support to company leadership. This individual will serve as a trusted resource within the organization, helping ensure the office operates efficiently while supporting strategic initiatives and maintaining project timelines.
Position Summary
The Business Operations Administrator serves as a key member of the Optimized Medical team, overseeing the day-to-day administrative operations of the company while providing executive-level support to leadership. This role is responsible for ensuring efficient business operations across multiple functions, including office administration, executive support, human resources, accounting assistance, project coordination, and operational planning.
The ideal candidate is highly organized, proactive, and resourceful with the ability to manage competing priorities, maintain confidentiality, and anticipate organizational needs. This individual will work closely with leadership to help drive the continued growth and success of Optimized Medical.
Essential Responsibilities
Office Administration
- Manage daily office operations to ensure an efficient and organized workplace.
- Maintain employee records and assist with onboarding and HR administration.
- Answer and direct incoming phone calls and emails professionally.
- Develop and maintain organized electronic and physical filing systems.
- Prepare professional correspondence, reports, presentations, and company documents.
- Coordinate meetings, prepare agendas, and document meeting minutes when necessary.
- Prioritize communications and correspondence on behalf of executive leadership.
- Prepare confidential reports and business documents.
- Exercise discretion and maintain strict confidentiality regarding sensitive company information.
Project and Business Operations
- Assist with project documentation and project records.
- Support accounting functions, including invoicing, accounts payable, accounts receivable, expense tracking, and payroll preparation.
- Coordinate company insurance renewals, licenses, certifications, and compliance documentation.
- Track deadlines and follow up on action items to ensure projects and administrative tasks remain on schedule.
- Identify opportunities to improve office processes and implement organizational efficiencies.
- Perform other administrative and operational duties as assigned.
Qualifications
- Bachelor's degree in Business Administration or a related field, or equivalent professional experience.
- Minimum of 3 years of administrative, executive assistant, office management, or business operations experience preferred.
- Exceptional organizational, time management, and multitasking abilities.
- Strong written and verbal communication skills.
- Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) or Google equivalents.
- Ability to work independently with minimal supervision.
- Professional judgment and the ability to handle confidential information with discretion.
- Strong attention to detail and commitment to accuracy.
- Excellent customer service and interpersonal skills.
Preferred
- Experience in construction, engineering, healthcare, or project-based industries.
- Experience with QuickBooks or comparable accounting software.
- Familiarity with payroll and human resources administration.
- Experience coordinating multiple projects and deadlines.
Benefits
- Competitive salary based on experience
- Paid vacation and sick time
- Company-paid holidays
- Health insurance employer contribution
- Dental and vision insurance options
- 401(k) retirement employer match
Why Join Optimized Medical?
At Optimized Medical, every team member has a direct impact on our success. As the Business Operations Administrator, you will work alongside company leadership and play a critical role in supporting the daily operations of a growing organization that serves hospitals nationwide. If you enjoy taking initiative, solving problems, and making a meaningful impact, we'd love to have you on our team.
Interested applicants should send their resume to [email protected].
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
