Office Manager/HR Administrator

Millstone Medical Outsourcing, a fast growing, fast paced medical service provider for the top Orthopedic companies in the industry is seeking an experienced, highly organized, and proactive Office Manager/HR Administrator to support our growing Bloomfield, Connecticut facility.

Millstone Medical has over 30 years of expertise in medical device and pharmaceutical laboratory testing, environmental testing, and related regulatory support services. Millstone is an ISO 13485:2016 certified contract manufacturing organization operating out of an FDA-registered facility with a rigorous approach to quality that upholds Millstone’s commitment to operating under the highest quality standards.

Millstone also engages in other activities, such as mechanical inspection and assembly, which are designed to meet the outsourcing requirements of medical device manufacturers seeking to reduce costs while maintaining high levels of quality, accuracy, and timeliness. We are FDA and ISO registered and employ a detailed internal quality system to ensure ISO compliance.

Reporting directly to the Vice President of Operations, with a dotted-line relationship to the Senior Vice President of Human Resources, this individual will serve as a trusted administrative partner, ensuring that essential support activities are handled efficiently and professionally.

This is a hands-on, individual contributor position requiring exceptional organizational skills, sound judgment, discretion, and the ability to anticipate needs and manage responsibilities with minimal supervision.

Key Responsibilities

Office Administration

• Independently coordinate day-to-day administrative activities for the Bloomfield facility.
• Serve as a trusted administrative resource to the VP of Operations.
• Manage scheduling, meeting coordination, office supplies, and general administrative needs.
• Maintain organized office procedures, records, and administrative systems.
• Coordinate employee events, meetings, and internal communications.
• Proactively identify administrative needs, resolve routine issues, and ensure timely follow-through.
• Recommend improvements to administrative processes that support an efficient and professional work environment.

Human Resources Administration

• Support recruiting activities, including initial phone screenings, interview scheduling, and candidate communications.
• Coordinate background checks, pre-employment requirements, and new hire paperwork.
• Facilitate the onboarding process, including orientation scheduling and coordination with hiring managers and corporate HR.
• Ensure new hire documentation is accurate, complete, and submitted on time.
• Serve as a local point of contact for routine employee questions, referring employee relations and more complex HR matters to corporate HR.
• Assist with employee engagement activities and company communications.
• Maintain confidentiality of employee and applicant information.

Facilities & Vendor Coordination

• Serve as the primary administrative contact for external facility service providers.
• Schedule and coordinate HVAC, electrical, vending machine, telephone, alarm system, and other routine service appointments.
• Meet contractors upon arrival, provide appropriate facility access, and direct them to the areas requiring service.
• Track service requests, coordinate follow-up appointments, and confirm completion of scheduled work.
• Communicate facility service needs and outstanding issues to the VP of Operations.
• Maintain vendor contact information and service records.
• Coordinate routine facility-related activities to minimize the administrative time required of operational leadership.

Technical facilities or maintenance experience is not required.

Qualifications

• 7+ years of experience in office management, senior administrative support, or a similar role preferred
• Experience supporting senior leadership in a professional business environment
• Prior exposure to HR administration, recruiting coordination, or employee onboarding required
• Experience coordinating vendors and external service providers is a plus
• Strong organizational skills and the ability to independently manage competing priorities
• Excellent communication, interpersonal, and problem-solving skills
• Demonstrated professionalism, sound judgment, and discretion
• Strong attention to detail and commitment to follow-through
• Proficiency in Microsoft Office applications
• Ability to work independently in a growing, fast-paced environment

What Makes Someone Successful in This Role?

We are looking for an individual who:

• Takes initiative and anticipates needs rather than waiting for direction
• Has the confidence and experience to work independently
• Is exceptionally organized and follows through on commitments
• Enjoys supporting employees and creating a positive workplace experience
• Is comfortable coordinating multiple vendors and administrative priorities
• Understands the importance of confidentiality, professionalism, and sound judgment
• Is equally comfortable handling everyday administrative responsibilities and unexpected challenges

Why Join Millstone Medical?

A company committed to quality, growth, career pathing.

At Millstone, we want you to be your best at work and at home. In addition to competitive compensation, we have designed our Total Rewards Benefits Program to support the physical and emotional well-being of our employees and their families.

What's in it for you?

Total Rewards Benefits Program:

Medical - Starting on the 1st day of employment

Dental - Starting on the 1st day of employment

Vision - Starting on the 1st day of employment

Supplemental Benefits - Life, Disability, Critical Illness

Paid Time Off

Tuition Reimbursement

Career Pathing

401(k) with match

To learn more about Millstone Medical and Millstone Medical Testing, please visit us online at www.millstonemedical.com.

ADDITIONAL INFORMATION:

Millstone Medical Outsourcing provides equal employment opportunity to all applicants and employees. No person is to be discriminated against in any aspect of the employment relationship due to race, religion, color, sex, age, national origin, ancestry, disability, sexual orientation, gender identity, genetic information, citizenship status, marital status, pregnancy, veteran status, or any other status protected by applicable federal, state, or local law.

All employment offers are contingent upon successful completion of a background/criminal check and drug screening, consistent with applicable laws.

Join our growing Bloomfield team and help create an organized, welcoming, and efficient workplace.