About Thrive Orthopedics

Thrive Orthopedics designs and manufactures high-performance carbon fiber ankle-foot orthoses and related orthopedic products. We serve clinicians, distributors, and patients by providing innovative bracing solutions that improve mobility, function, and quality of life.

We are seeking a highly organized, detail-oriented Administrative Assistant to support the daily administrative, financial, sales, quality, vendor, and operational functions of the company. This role is ideal for someone who enjoys wearing multiple hats, improving systems, keeping projects organized, and helping a fast-growing medical device company operate smoothly.

Position Summary

The Administrative Coordinator  will help manage the administrative backbone of Thrive Orthopedics. This person will support payroll coordination, bookkeeping tasks, onboarding, vendor management, sales organization, recruiting, conference logistics, quality documentation, distributor pricing updates, dashboards, and general office operations.

The ideal candidate is proactive, trustworthy, organized, comfortable with spreadsheets and software systems, and able to follow through on a wide range of recurring tasks. This role requires strong attention to detail, communication skills, and the ability to manage priorities across multiple departments.

Key Responsibilities

Administrative & Office Support

• Support daily administrative operations for the company.
• Maintain organized digital and physical records.
• Manage office supplies and coordinate purchasing as needed.
• Assist with internal documentation, forms, templates, and process organization.
• Help organize company files, shared drives, folders, and administrative systems.

Finance & Accounting Support

• Assist with payroll coordination and related administrative tasks.
• Assist with Accounts Receivable tasks. 
• Help process and track credit memos and customer account adjustments.
• Coordinate commission tracking and reporting as directed.
• Assist with payment approval workflows and cash-flow planning documentation.

Sales & Distributor Support

• Help organize and maintain sales drive folders, documents, pricing files, and customer-facing resources.
• Assist with distributor pricing updates and communication.
• Maintain current product sheets, pricing files, order forms, and sales-support documents.
• Support sales team documentation, customer records, and follow-up tracking.
• Assist with purchase order review, customer account updates, and distributor communication as needed.

HR, Recruiting & Onboarding

• Coordinate employee onboarding tasks, including new-hire paperwork, system access, training schedules, and documentation.
• Assist with offer letters and employment-related documents.
• Support recruiting efforts, including posting roles, tracking candidates, scheduling interviews, and coordinating follow-ups.
• Help coordinate university, career day, or recruiting outreach efforts.
• Maintain organized HR records and onboarding checklists.

Vendor & Partner Management

• Support vendor onboarding and maintain vendor documentation.
• Collect and organize W-9s, contact information, payment details, agreements, and compliance documents.
• Assist with vendor communication and follow-up. 
• Track vendor-related tasks, pricing updates, and required documentation.

Conferences, Events & Logistics

• Coordinate conference logistics, including registration, travel planning, booth materials, shipping, schedules, and follow-up.
• Maintain event checklists and timelines.
• Assist with preparing sales materials, product samples, displays, and promotional items for conferences.
• Coordinate post-event follow-up tasks with sales and leadership.

Website, Dashboard & Systems Support

• Assist with website updates, including basic product, pricing, content, and resource updates.
• Help maintain and update internal dashboards, including Tableau or similar reporting tools.
• Help organize company data, reports, spreadsheets, and recurring updates.

Qualifications

• Experience in administrative support, operations coordination, office management, HR coordination, or a similar role.
• Strong organizational skills and attention to detail.
• Comfortable managing multiple priorities and deadlines.
• Proficiency with Google Workspace
• Experience with QuickBooks, payroll systems, CRM tools, shipping systems, Tableau, or project management software is a plus.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism.
• Comfortable working in a fast-paced small-business environment.
• Self-starter with a positive attitude and willingness to help across departments.

Preferred Experience

• Familiarity with purchase orders, invoices, credit memos, vendor onboarding, and inventory-related documentation.
• Experience supporting quality documentation or regulated-product workflows.
• Experience coordinating conferences, trade shows, or professional events.
• Experience with recruiting, onboarding, or HR administration.

Benefits

• Hourly Pay: $20.00 – $25.00 per hour
• Paid Time Off (PTO)
• Observed Paid Holidays
• 401(k) Retirement Plan with Employer Contribution Match
• Paid Training and Career-Growth Opportunities
• A clean, organized, and collaborative professional atmosphere