Office Operations Specialist

Company Description

Venocare, Inc. partners with hospitals to elevate the experience of both patients and clinicians. We focus on delivering high-quality care through the development of innovative medical products that improve patient outcomes and optimize healthcare delivery. By tackling key challenges across the care continuum, we aim to raise industry standards and contribute to a more efficient and effective healthcare system. Venocare is dedicated to fostering collaborative partnerships and driving transformative solutions in healthcare.

Role Description

This is a full-time, on-site role located in Miami, FL for an Office Operations Specialist. This is a multi-function role at the center of Venocare's daily operations. In this position you will serve as a trusted partner to the CEO and COO by managing order fullfillment, communicating with customers, and tackling other general operation priorities such as travel and tradeshows with discretion and professionalism. In addition, you will work directly with our accounting group in the review of all accounting transactions, and reimbursements for the company including generating purchase orders, receiving invoices, and other general AR/AP processes. Finally, you will manage the office environment itself, ensuring that the team has everything it needs to operate efficiently and that the physical workspace reflects the standard of a high-performing, forward-looking company.

At Venocare, no two days look alike. This role is ideal for someone who takes pride in anticipating needs before they're voiced, and who brings calm and order to a fast-moving environment.

Responsibilities

• Serve as trusted partner to CEO and COO
• Assist with Sales Operations by managing order fullfilment, customer communications, planning of tradeshows, and handle other sales related activities as necessary.
• Assist Accounting/Finanace in the review of all accounting transactions and reimbursements including all payable processes.
• Manage the day-to-day office environment by ensuring the physical workspace has all necessary supplies to operate clean and efficiently. This role will work directly with property management on any issues that arises including lease agreements, cleaning schedules, breakdowns and repair coordination, etc.
• Support onboarding logistics for new hires and coordinate internal company events
• Handle sensitive and confidential information with a high degree of professionalism and discretion
• Identify operational inefficiencies and proactively implement improvements to office workflows

Qualifications

• 5 years in office operations, executive support, or an administrative/coordinator role, preferably at a small or fast-growing company.
• Hands-on AR/AP experience
• Proficiency with accounting software (QuickBooks, Ramp.com, Bill.com, or similar) and strong spreadsheet skills
• Experience supporting senior executives with a proven track record of discretion and professionalism
• Order fulfillment or logistics coordination experience
• Event and tradeshow planning plus travel booking experience
• Strong written and verbal communication skills for customer and vendor interactions
• Ability to anticipate needs proactively and stay organized in a fast-changing environment
• Available to work full-time, on-site in Miami (not a remote role)
• Background in healthcare or medical devices is preferred.