Administrative Operation Manager

Position Overview NICR seeks an organized, proactive professional to manage corporate administration, executive support, vendor management, purchasing, facilities, and accounting functions across eight clinical research locations from our Pasadena corporate office. High attention to detail, strong initiative, sound decision-making, and persistent follow-through are essential. Working alongside executive leadership and HR, this role drives organizational efficiency, process enhancement, and systems optimization while supporting daily operations across site managers and finance. Key Responsibilities 1 . Corporate Administration & Executive Support Oversee corporate administrative functions and coordinate support across NICR locations. Support the CEO with calendar management, correspondence, travel arrangements, reports, presentations, and special projects. Manage corporate calls, emails, visitors, meetings, staff events, catering, and internal communications. Coordinate site managers' administrative requests, manage deadlines, and maintain organized records. 2. Vendor Management, Purchasing & Facilities Manage vendor relationships and administrative contracts, evaluating pricing, service quality, and terms to optimize efficiency and cost control. Coordinate office and study supply orders, approvals, deliveries, and inventory management. Maintain master supplier reference sheet and equipment asset records, including locations and warranties. Oversee facilities maintenance, repairs, utilities, site leases, renewals, and location transitions. 3. Accounts Payable & Financial Administration Assist with basic accounts payable routines, vendor payment schedules, bank reconciliations, and accounting software record-keeping. Process accurate patient/trial checks with proper study allocations and perform monthly ledger reconciliations. 4. Human Resources & Coordination Collaborate closely with the part-time HR Coordinator to support core HR operations, including recruitment, onboarding, benefits administration, and record maintenance. Serve as a point of contact for sharing company policies and addressing general workplace inquiries. 5. Operational Improvement & Special Projects Support operational enhancements and special administrative projects assigned by leadership across site locations. Qualifications & Competencies Associate or Bachelor’s Degree and 5+ years of relevant administrative operations, office management, or executive support experience. Experience managing vendors, purchasing, facilities, basic accounts payable, and administrative projects; HR and supervisory familiarity preferred. Strong organizational skills, discretion, communication, problem-solving, initiative, and independent judgment. Proficiency in business software, Microsoft Office, and Google Workspace; familiarity with accounting platforms is a plus. Enthusiasm for leveraging technology and driving process improvements; prior background in healthcare, clinical trial operations, or multi-site organizations is beneficial. Flexibility for periodic travel across NICR's eight clinical research hubs to maintain operational alignment, administrative standards, and vendor consistency. Core Competencies Accountability & Organization: Skillfully managing multiple priorities to consistently fulfill obligations with accuracy and efficiency. Self-Direction & Initiative: Anticipating operational needs independently and driving effective solutions under broad oversight. Continuous Improvement & Adaptability: Quickly acquiring new skills and identifying opportunities to streamline organizational procedures. Commercial & Financial Acumen: Assessing expenditures, managing supplier relationships, and prioritizing operational needs, involving leadership when required. Team Collaboration & Leadership: Directing support staff while fostering strong, collaborative working relationships across all departments. Work location: Pasadena, CA Full-time (on-site)

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