Overview
Senior Business Administrator Jobs in Covina, CA at Photon Systems Inc.
Title: Senior Business Administrator
Company: Photon Systems Inc.
Location: Covina, CA
About Us
We are a growing technology and manufacturing company specializing in advanced scientific instrumentation. Our team develops and delivers innovative solutions for customers across research, industrial, and commercial markets.
We are seeking an experienced, highly organized Senior Business Administrator to serve as a trusted operational partner across purchasing, customer support, inventory administration, quality documentation, travel coordination, and executive support.
This is a visible, high-impact role for an administrative professional who enjoys taking ownership, improving how work gets done, and building practical structure within a small, collaborative organization. As the company grows, this person will have opportunities to expand their contribution and help shape scalable operating practices.
Position Summary
The Senior Business Administrator is a trusted operational partner who helps keep the company organized, responsive, and effective as it grows. The role owns and coordinates key administrative processes across multiple business functions, maintains accurate records, supports internal teams, and works with company leadership to strengthen policies, procedures, and day-to-day operating practices.
The successful candidate will bring sound judgment, initiative, and attention to detail; work independently within established authority; and collaborate closely with management and external partners. Policy and process work is developed in coordination with leadership and within established company, legal, HR, regulatory, and compliance guidance.
Responsibilities
Purchasing & Inventory Administration
– Process purchase orders and vendor communications
– Coordinate receiving and shipping activities
– Maintain inventory records and support inventory audits
– Track vendor deliveries and purchasing documentation
Customer Service & Sales Support
– Assist with customer inquiries and order processing
– Prepare quotations and supporting documentation
– Coordinate customer shipments and order fulfillment
– Support trade shows, conferences, and customer events
Quality & Compliance Documentation
– Maintain quality system documentation and records
– Support complaint tracking, calibration records, and document control
– Assist with regulatory, insurance, licensing, and compliance activities
– Maintain organized business and operational records
Executive & Office Support
– Serve as a trusted administrative and operational partner to company leadership
– Coordinate domestic and international travel for company leadership and team members, including air travel, lodging, ground transportation, itineraries, and related logistics
– Gather receipts and other travel expense documentation and support preparation and submission of expense reports in accordance with company policy
– Maintain organized travel confirmations, itineraries, and expense records, and follow up on missing documentation as needed
– Take ownership of coordinating office operations and vendor services
– Coordinate scheduling and correspondence, and help drive special projects from planning through follow-up
– Support company-wide administrative initiatives that improve clarity, consistency, and efficiency
– Partner with company leadership to develop, document, implement, and continuously improve administrative policies, procedures, and standard operating practices
– Identify process gaps and help draft practical policies and SOPs that improve clarity, consistency, and efficiency
– Coordinate stakeholder input, maintain revisions, and support the rollout and consistent application of leadership-approved policies and procedures
Qualifications
Required
– 5+ years of administrative, business operations, office management, or related experience
– Strong organizational and time-management skills
– Experience with Microsoft Office and business software systems
– Excellent written and verbal communication skills
– Ability to manage multiple priorities with accuracy and attention to detail
– Professional and customer-focused demeanor
Preferred
– Experience in a manufacturing, technology, scientific, or engineering environment
– Experience coordinating domestic and international business travel and supporting travel expense documentation
– Experience supporting quality systems or regulated environments
– Knowledge of purchasing, inventory, or ERP systems
– Experience helping develop, document, and improve administrative policies, procedures, or SOPs
What Success Looks Like
– Key administrative processes are owned, executed accurately, and improved over time
– Business records remain organized and compliant
– Internal teams receive responsive, solutions-oriented operational support
– Vendors, customers, and employees experience professional service
– Executive and team travel is coordinated efficiently, with complete and timely expense documentation
– Administrative policies and procedures are clearly documented, consistently applied, and updated as company needs evolve
– Leadership can rely on accurate information, sound follow-through, and effective coordination
Compensation & Benefits
Expected compensation: $38-$45 per hour, depending on experience and qualifications.
Additional benefits may include:
– Paid Time Off
– Health Benefits
– Retirement Plan
– Professional Development Opportunities
If you want to be a trusted operational partner in a growing company, with the opportunity to take ownership, improve how work gets done, and see the impact of your contributions, we encourage you to apply.
