Operations & Administration Manager (Temp to Hire)

Faro Health-posted 15 days ago
$96,000 - $106,000/Yr
Full-time • Mid Level
Hybrid • San Diego, CA
11-50 employees
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Faro Health aims to improve lives by helping life sciences companies answer complex clinical questions, simply, efficiently and effectively. Our software platform is used to orchestrate complex clinical development with a single source of truth. It brings words, data and teams together, empowering researchers to design more intelligent trials, master complexity and reach milestones faster. We are seeking a highly organized, proactive, and detail-oriented individual to join our team as an Operations & Administration Manager . In this multifaceted role, you will provide essential support across marketing, customer operations, financial operations, contract management, and company-wide event coordination. You will manage complex calendars, lead logistical planning, maintain critical operational workflows, and support cross-functional initiatives that drive efficiency across the organization. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional communication and multitasking skills, and is comfortable working both independently and collaboratively. This is a full-time position (approximately 40 hours per week) with a requirement to work in the office three days per week. This is a temporary to hire role.

  • Oversees planning and execution of company-wide events, including All Hands, ACR, conferences, and external engagements.
  • Manages end-to-end travel logistics for leadership and teams, ensuring seamless coordination across flights, accommodations, and meeting spaces.
  • Leads scheduling and operational support for key customer, partner, and offsite meetings.
  • Ensures smooth logistical operations for Alexandria-based activities and executive events.
  • Manage customer onboarding, project setup, and system alignment across HubSpot and Scoro.
  • Maintain sales workflows, documentation, travel coordination, conference registrations, and bid submissions.
  • Support post-event engagement, follow-ups, and revenue-related operational tasks.
  • Oversees contract workflows across sales, vendors, and customers, ensuring timely execution and compliance.
  • Supports legal review processes, including agreement comparisons and coordination with internal counsel.
  • Manages drafting, routing, and filing of agreements while maintaining a structured, accessible contract repository.
  • Submit, track, and maintain all contracts and invoices for vendors, partners, contractors, and customers.
  • Manage monthly COGS updates and oversee team and project time tracking within Scoro to support accurate billing and reporting.
  • Maintain a comprehensive customer invoice log, track incoming receipts, and reconcile all payments in alignment with internal controls.
  • Confirm deposit of miscellaneous paper checks and ensure all financial records are accurate and complete.
  • Monitor and track business travel expenses, manage flight tracking, and validate out-of-budget travel requests against policy.
  • Process and reconcile RAMP transactions for team expenditures, ensuring compliance with company financial procedures.
  • Oversee website updates, blogs, press releases, job postings, and digital publishing workflows.
  • Manage LinkedIn presence, podcast scheduling, webinar hosting, and promotional campaigns.
  • Create branded materials and conference collateral in Canva to support marketing and sales initiatives.
  • Proven experience in executive-level administrative and operational roles, preferably within a fast-paced corporate or technology environment.
  • Demonstrated ability to manage complex workflows across marketing, revenue operations, customer onboarding, legal processes, and financial administration.
  • Skilled in coordinating cross-functional programs, including contract lifecycle management, vendor operations, conference logistics, and company-wide events.
  • Advanced proficiency with Google Workspace and strong competency across Microsoft Office Suite (Word, Excel, PowerPoint), Zoom, Teams, and other collaboration platforms.
  • Hands-on experience with CRM and work management systems such as HubSpot, Scoro, and related sales-enablement and project-tracking tools.
  • Light bookkeeping and accounting skills, including basic invoice tracking, time-tracking oversight, expense reconciliation, and maintaining accuracy in financial records and internal controls.
  • General experience supporting digital marketing activities, including basic website updates, social media coordination, content publishing, and assistance with webinars, podcasts, and promotional campaigns.
  • Highly organized and detail-oriented, with the ability to prioritize competing demands and maintain accuracy across multiple operational domains.
  • Exceptional written and verbal communication skills, with demonstrated ability to create clear, branded materials and professional documentation.
  • Trusted to handle sensitive information with discretion, and confidentiality.
  • Technologically savvy, with the ability to learn new systems quickly and optimize processes for efficiency and consistency.
  • Ability to work on-site three days per week and support travel, event, and operational activities as needed.
  • Capable of lifting up to 40 lbs for event preparation and on-site logistics.
  • Retirement Plan (401k)
  • Flexible work hours
  • Hybrid work environment
  • Office Gym Access
  • Employee Restaurant Discounts
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