Administrative Operation Manager

National Institute of Clinical Research, Inc.•Pasadena, CA

6d•$55,000 - $80,000•Onsite

About The Position

NICR seeks an organized, proactive Administrative Operation Manager to oversee corporate administration, executive support, vendor management, purchasing, facilities, and accounting functions across eight clinical research locations from the Pasadena corporate office. The role works alongside executive leadership and HR to improve organizational efficiency, processes, and systems while supporting daily operations across site managers and finance. It requires high attention to detail, initiative, sound decision-making, and persistent follow-through. The position provides executive and corporate administrative support; coordinates vendor relationships, purchasing, facilities, and basic financial administration; collaborates with the part-time HR Coordinator on core HR operations; and supports operational improvements and special projects. Periodic travel across NICR’s eight clinical research hubs is required to maintain operational alignment, administrative standards, and vendor consistency. The role is full-time and on-site in Pasadena, California.

Requirements

Associate or bachelor’s degree.
At least 5 years of relevant administrative operations, office management, or executive support experience.
Experience managing vendors, purchasing, facilities, basic accounts payable, and administrative projects.
Strong organizational skills, discretion, communication, problem-solving, initiative, and independent judgment.
Proficiency in business software, Microsoft Office, and Google Workspace.
Flexibility for periodic travel across NICR’s eight clinical research hubs.

Nice To Haves

Familiarity with accounting platforms.
HR and supervisory familiarity.
Background in healthcare, clinical trial operations, or multi-site organizations.
Enthusiasm for leveraging technology and driving process improvements.

Responsibilities

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.
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 the master supplier reference sheet and equipment asset records, including locations and warranties.
Oversee facilities maintenance, repairs, utilities, site leases, renewals, and location transitions.
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.
Collaborate with the part-time HR Coordinator to support recruitment, onboarding, benefits administration, and record maintenance.
Serve as a point of contact for sharing company policies and addressing general workplace inquiries.
Support operational enhancements and special administrative projects assigned by leadership across site locations.
Direct support staff and foster collaborative working relationships across departments.
Travel periodically across NICR’s eight clinical research hubs to maintain operational alignment, administrative standards, and vendor consistency.