Office Administrator

Benefits:

• 401(k)
• 401(k) matching
• Company parties
• Dental insurance
• Employee discounts
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

Ergo-Flex Technologies is the developer, manufacturer, and distributor of innovative equipment for chiropractic and therapeutic healthcare professionals that provide extraordinary results for patients experiencing chronic pain.

Position Title: Office Administrator

Department: Executive Support / HR Support / Administration

Reports To: Chief Operating Officer (provides administrative support to the executive team - CEO, President, CFO, COO, CCO.

Direct Reports: None (individual contributor)

Employment Type: Full-Time, non-exempt

Success requires exceptional organization, the ability to juggle competing priorities from multiple executives, clear communication, and sound discretion with confidential information.

Key Responsibilities

Executive Team Support · Provide shared administrative support to the executive team CEO, President, CFO, COO, CCO, and balancing and prioritizing requests. · Manage and coordinate executives’ calendars, schedule and confirm meetings, and resolve scheduling conflicts. · Arrange travel accommodations, and itineraries, and prepare related expense reports and reimbursements. · Prepare agendas, compile materials, record and distribute minutes, discuss action items for executives, management, and Board meetings. · Draft, format, proofread, and finalize correspondence, memos, reports, and presentations on behalf of the executive team. · Handle confidential and sensitive information with a high degree of discretion and professionalism.

Office & Administrative Management · Serve as the primary point of contact for the front office - greet and direct visitors, answer, screen, and route incoming phone calls and general inquiries. · Manage incoming and outgoing mail, shipments, and packages received in the front office. · Monitor and order office and kitchen supplies using the monthly PAR; maintain copy-machine and equipment supplies, and coordinate service as needed. · Ensure the reception area, conference rooms, and common areas are clean, stocked, and presentable throughout the day. · Maintain organized physical and digital filing systems, including labeling, digital file organization, and periodic cleanup. · Coordinate facilities and office-service vendors (cleaning, equipment, building services) and maintain related records and contracts. · Run company errands as needed and handle other general administrative tasks that keep daily operations running smoothly.

Human Resources Administration · Perform day-to-day HR administrative duties under the direction of the Chief Financial Officer, who oversees the HR function. · Coordinate new-hire onboarding logistics - paperwork, workspace and system setup, and orientation scheduling - in partnership with hiring managers and the executive team. · Maintain accurate, confidential physical and digital personnel files and employee records in the company HR system. · Post job openings, coordinate and schedule candidate interviews, and manage applicant correspondence. · Support day-to-day HR processes, including PTO/leave tracking, the out-of-office calendar, and benefits enrollment coordination, in partnership with payroll (Bookkeeper) and the executive team. · Maintain and distribute the employee handbook and HR policy documents and track acknowledgments. · Maintain required labor-law postings and support compliance with company HR policies. · Coordinate employee engagement and recognition programs - EOM/EOQ and milestone awards, birthdays and anniversaries, celebrations, and employee events.

Event, Meeting & Records Coordination · Coordinate logistics for internal meetings, employee events, and company gatherings, including scheduling, setup, and refreshments. · Support in-house seminars and conferences with administrative and hospitality logistics, in coordination with the Marketing Coordinator. · Maintain organized company administrative records and support basic records-retention practices; route-controlled quality documents to the COO for sign-off. · Provide backup administrative coverage across departments as needed.

Key Competencies Executive & administrative support · Organization & prioritization · Confidentiality & discretion · Calendar & travel coordination · Written & verbal communication · HR administration · Attention to detail · Adaptability & multitasking · Professionalism & customer service.

Qualifications

Required · Associate’s degree in business administration or a related field, or equivalent administrative experience. · Two or more years of administrative, executive-support, or office-coordination experience, preferably supporting multiple managers or executives. · Excellent organizational, time-management, and multitasking skills, with strong attention to detail. · Strong written and verbal communication skills, including professional business writing and proofreading. · Demonstrated ability to handle confidential information with discretion and sound judgment. · Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, AI). · Ability to work independently, take initiative, and manage competing priorities from multiple executives.

Preferred · Prior experience supporting senior leadership or executive team welcomed. · Experience with HR administration, onboarding, or personnel recordkeeping. · Familiarity with HR/payroll or ERP systems (e.g., ADP, Odoo) and CRM tools. · Experience in manufacturing, or other regulated business environment.

Work Environment · Office-based role during standard business hours, with occasional flexibility around company events and executive-team needs. · Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.