Office Manager

About CIH Equipment Company

CIH Equipment Company, Inc. (1993) is an ISO 17025 accredited metrology firm specializing in the calibration of health & safety exposure test equipment in our various laboratories including; sound and vibration, airflow, pressure, air samplers, mass-concentration (dust), particle counters, velocity, flow hoods, humidity, temperature, photonics, gas meters, torque, force, gauss, and infrared. 

In a nutshell, you will be responsible for operational execution (lab scheduling), assisting with our biannual ISO 17025 audit, quality assurance, and growth.

LOCATION:

The company is based in Clearwater, Florida 33756. This is a great central location to the Tampa Bay area and has many restaurants and parks. We are near the intersection of Bellaire and Highland in Clearwater. Work hours are 8:30 a.m. to 5:00 p.m. Monday -- Friday. We are only considering candidates in close proximity to the office, no more than 15 miles away.

Administrative Support

• Coordinate daily office operations, supplies, equipment, mail, deliveries, and meeting spaces; keep the office organized and functioning efficiently.
• Serve as the primary administrative contact for outside vendors, building management, technology support, and other service providers; track requests through resolution.
• Manage calendars, schedule meetings, coordinate travel and logistics, and prepare correspondence and meeting materials.
• Welcome visitors, and respond professionally to client and vendor inquiries.
• Maintain firm administrative records and written procedures; identify practical improvements and follow through on implementation.
• Maintain recurring administrative calendars and checklists for office deadlines, renewals, meetings, and other time-sensitive obligations.
• Develop consistent systems for supply ordering, equipment inventory, office access, and service-request follow-up.

Vendor Contract Management

• Track renewal dates, cancellation notice deadlines, pricing changes, payment terms, and other administrative obligations; flag upcoming decisions early.
• Coordinate quotes, contract routing, approvals, signatures, and retention of executed agreements.
• Follow up with vendors on service issues and contractual deliverables; provide organized information to support renewal and purchasing decisions.

Quality system and accreditation

• Maintain the quality management system against ISO/IEC 17025, including the quality manual, SOP lifecycle, document and record control, and revision history
• Keep the lab audit-ready year-round: prepare for and host accreditation body assessments, and manage responses and evidence to close findings
• Run the internal audit program — schedule, conduct, document, and follow findings through to closure
• Own change control for methods, instruments, software, and procedures, including the impact assessment.

Skills

• Five (5 ) years experience in office management or administrative support; technical services or professional services experience is preferred.
• Demonstrated ability to coordinate office operations, vendors, schedules, and multiple priorities with consistent follow-through.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PDF tools; familiarity with QuickBooks accounting software is preferred.
• Strong communication, proofreading, recordkeeping, and customer service skills.
• Discretion, sound judgment, attention to detail, and comfort handling confidential client, personnel, and financial information.
• Ability to work independently within established authority, resolves routine issues, and escalates matters requiring management approval.
• Ability to maintain practical tracking tools, written procedures, and status reports that make deadlines, ownership, and next steps clear.
• Demonstrated ability to exercise professional judgment, communicates priorities clearly, and adapt to changing assignments in a fast-paced environment.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
• 5 years of experience in office administration, operations, or a related role.
• Experience working in a fast-paced, hands-on, growing organization
• Strong organizational, communication, and administrative abilities; and attention to compliance and detail-oriented.

Success in This Role

Office needs are handled proactively; administrative tasks move forward without repeated reminders; invoices reach the appropriate approver on time; and contract deadlines are tracked. Success also requires maintaining accurate administrative records, anticipating recurring needs, communicating risks and bottlenecks proactively, and providing clear status updates.

We offer a competitive compensation package, including medical benefits, an IRA match, paid time off, and flexible work schedules. Most importantly, we prioritize an excellent work/life balance in a collaborative, casual, and intellectually challenging environment where team members can do meaningful work and grow professionally.

CIH Equipment Company, Inc. (1993) is an ISO 17025 accredited metrology firm specializing in the calibration of health & safety exposure test equipment in our various laboratories including; sound and vibration, airflow, pressure, air samplers, mass-concentration (dust), particle counters, velocity, flow hoods, humidity, temperature, photonics, gas meters, torque, force, gauss, and infrared.