Office Manager

Location: San Jose, CA, United States of America


ZOLL Medical is a growing, innovation-driven company at the forefront of delivering medical devices to save lives, and software solutions to improve efficiency. With customers in more than 140 countries, we continue to expand our reach, as well as our product offerings. Hospitals, emergency medical services (EMS), and others trust us to provide high-quality products and exceptional customer service. ZOLL products are used every day across the globe to save the lives of people who suffer sudden cardiac arrest. From Real CPR Help® technology—an industry first—to the world’s only wearable defibrillator, our capabilities and features set us apart. But none of this would be possible without the motivation and dedication of ZOLL employees, and we’re invested in their success. The Circulation team is focused on “beating heart” therapies for hospitals. Post-cardiac arrest, STEMI heart attack, and severe fever are some of the applications of ZOLL’s unique devices. Fully integrated, ZOLL Circulation research, develops, manufactures, and sells novel technologies including ZOLL Temperature Management Solutions and TherOx SSO2 Therapy. Temperature Management Solutions empower physicians to “prescribe” a temperature and achieve it. TherOx SSO2 Therapy is the first FDA-approved therapy since the stent 20+ years ago to reduce infarct size in patients with the most severe heart attacks. We offer competitive salaries and a comprehensive benefits package. Join our team. It’s a great time to be a part of ZOLL!

In this role, the office manager is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The ideal candidate for this role maintains the utmost professionalism, and superior customer service can anticipate needs for all office events, and is able to manage ad-hoc projects as needed.

  • Proactively manages all logistics and partners with support staff to ensure all critical business meetings have a VIP experience throughout
  • Partners with support teams to develop in-office efficiencies to support executive and employees’ in-office experience
  • Manage vendor relationships for office equipment, and workplace supplies, and coordinate with 3rd party property management organization
  • Manage month-end billing including invoice reconciliation, maintenance of daily transaction records, collection, and processing of payments, and work with the accounting department
  • Maintain calendars for all conference rooms and proactively resolves and scheduled conflicts. Partners with IT & Facility to ensure all AV/room material needs are met
  • Assist other departments with projects as requested
  • Be responsible for retrieving, sorting, and distributing mail
  • Facilitate company events, division monthly lunches, and functional meetings
  • Prepare presentation and contracts
  • Answer the phone line as needed and route calls accordingly
  • Manage the maintenance of office equipment, such as copiers, fax machines, printers, and telephone systems
  • Keep inventory of office supplies and products
  • Maintain breakroom supplies and lunch area
  • Manage and coordinate multiple vendors and contractors simultaneously to ensure timely completion of projects, initiatives, and PM&R Activities (i.e. vending and coffee service, VMI Office supply program)
  • Research possible vendors to meet ongoing site needs
  • Create vendor files and ensure accuracy on completed paperwork submitted by vendors, such as work orders, proposals, and department files
  • Verify invoices and ensure proper cost center coding for vendors on proposals
  • Create POs and monitor budget spending
  • Prepare reports and updates for management on the status of future and ongoing site projects
  • Maintain ad-hoc analysis and reporting
  • Prepare and Process Expense Reports
  • Participate in site-wide continuous improvement activities
  • Schedule team meetings and required training with team members
  • Coordinate internal departmental service requests, and respond to internal customer inquiries and concerns.
  • Ensures timely and quality service delivery to clients, which includes following up with internal clients to ensure customer satisfaction
  • Assist with inspections of the site
  • Assist with process and procedure training
  • Other various duties and/or projects as assigned

Skill Requirements:

  • Team player, but also self-sufficient and able to work independently
  • Professional demeanor and reliable
  • Demonstrated experience leading a team
  • Strong communication skills, both oral and written
  • Strong organization and planning skills
  • Filing skills with the accuracy necessary
  • Ability to manage multiple projects simultaneously
  • Must have extremely polished phone etiquette skills
  • Always maintain a professional appearance. This person reflects the company and at times, is the first impression someone has of the company
  • Ability to build positive working relationships with employees at all levels within the organization
  • Be resourceful and able to work efficiently even if given very little direction and information
  • Exercise sound judgment when making decisions and be willing to ask if unsure
  • Able to work additional hours to meet deadlines as necessary
  • Effectively work with minimal supervision
  • Strong Attention to Detail Skills
  • Exceptional Communication Skills both verbal and written
  • Good problem solver/creative thinker
  • “Can-do” attitude and pro-active
  • An associates or bachelor’s degree strongly preferred

About You

  • Strong written and verbal communication skills
  • Demonstrated ability to build relationships and maintain confidentiality
  • Intermediate-to-advanced skills in Word, Excel, and PowerPoint
  • Experience in a corporate environment and dealing with various levels of management and external contacts
  • Excellent customer service skills
  • Prior experience in office management required

What you will need: (competencies, behaviors & attributes)

  • Business Acumen
  • Customer Focus
  • Developing Direct Reports and Others
  • Drive for Results
  • Priority Setting
  • Self-Knowledge

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.