Administrative Coordinator

Instrumentum is hiring an Administrative Coordinator for our corporate office in Boca Raton, FL. The pay is $26–$31 per hour, depending on experience, and benefits begin the first of the month after you start.

One front desk. Clear priorities. A leadership team that counts on you.

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.

The job

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.

What you will do

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

What you need

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

What we would like to see

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

Who does well here

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.

The physical side of the job

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

Pay and benefits

$26–$31 per hour, depending on experience and qualifications

Overtime paid in accordance with applicable law

Medical, dental, and vision insurance, effective the first of the month after your start date

Company-paid life insurance, plus short-term and long-term disability

Flexible Spending Account (FSA)

401(k) with company match — you are eligible from your first day

Paid time off that starts accruing on day one, beginning at 10 days and increasing with tenure

9 paid holidays

Employee Assistance Program

Paid every two weeks

Structured training and professional development

Schedule and location

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