Administrative Coordinator

Instrumentum is a national sterile processing partner. We help hospitals and surgery centers run efficient, compliant, and safe instrument reprocessing operations, so every instrument is surgery-ready and our partners can focus on patient care.

Instrumentum is an equal opportunity employer. All employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

For many customers, vendors, and candidates, you are their first conversation with Instrumentum. You answer the main line, greet every visitor, and make sure each question reaches the right person.

The priorities here are set in advance. The phones and front desk come first, and executive support is planned around that coverage. On a busy day, you will not have to guess what matters most.

This is a full-time, on-site role that combines receptionist and front desk duties with administrative support for our executive leadership team. You staff the front desk on your own, Monday through Friday. During breaks, calls roll to voicemail, and you return them when you are back. You report to the Senior Vice President of Administration.

•     Answer and route calls on the main line, take accurate messages, and resolve routine questions on the first call

•     Greet and check in visitors, customers, vendors, and candidates, and keep the visitor log, badges, and sign-in process current

•     Return or route every voicemail and general-inbox message within one business day, and the same day whenever you can

•     Manage calendars, meetings, rooms, and travel for the executive leadership team

•     Draft, format, and proofread correspondence, agendas, presentations, and reports; take meeting notes and track action items to completion

•     Process expense reports, order supplies within budget, and coordinate mail, deliveries, facilities requests, vendor visits, and company events

•     Three or more years of experience in office administration, clerical, or executive or administrative assistant roles

•     Front desk, reception, or customer service experience

•     A clear, warm, professional phone presence, and strong writing and proofreading skills

•     Working proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and multi-line or cloud phone systems

•     Sound judgment and discretion with confidential business and personnel information

•     High school diploma or equivalent

•     An associate degree or coursework in business administration or a related field

•     Experience in healthcare, medical device, or logistics environments

•     Experience with RingCentral or a similar cloud phone platform

•     Fluency in English and Spanish

The phone rings during a calendar change, and a courier is at the desk. You handle each in turn, and nothing gets dropped. You take pride in a message taken correctly, a visitor greeted without a wait, and an itinerary with no gaps. You know which information is confidential, and you treat it that way.

This is an office environment. We would rather you know now than find out in week two.

•     Extended periods of sitting or standing at a workstation

•     Frequent use of a computer and a phone headset

•     Occasionally lifting and carrying packages and supplies up to 25 pounds

•     Keeping the front office and breakroom organized and presentable throughout the day

•     Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position

Full-time, on-site. Monday through Friday, 8:30 a.m. to 5:00 p.m., with a 30-minute lunch.

Instrumentum corporate office

3701 FAU Boulevard, Suite 100

Boca Raton, FL 33431