Cost Analyst / HR & Administration Specialist

Job Description: Cost Analyst / HR & Administration Specialist

Category: Functional Support

Department: General Manager Office

Location: Irvine, CA 92618

Company Overview

Precision Tube & Catheter, Inc. (PT&C) is a high-tech enterprise dedicated to manufacturing advanced materials and components for interventional and implantable medical devices. Our commitment to quality and innovation drives us to produce high-quality medical tubing and components that meet stringent industry standards and support healthcare professionals in delivering exceptional patient care.

Position Summary

The Business Operations Specialist is a cross-functional role responsible for cost analysis, human resources support, administrative operations, payroll coordination, purchasing support, and general business operations. As a startup organization, this position requires a proactive, hands-on professional who can establish efficient business processes while supporting the daily operations of the company.

Working closely with the General Manager, Finance, Corporate HR, Production, and Quality teams, this role plays a key part in ensuring operational efficiency, employee support, cost control, and organizational compliance.

Key Responsibilities

1. Cost Analysis & Financial Support (Core Responsibility)

• Track and record company operating expenses (e.g., administrative, purchasing, and indirect costs).

• Assist in cost analysis, budgeting, and variance tracking.

• Support annual operating budget preparation.

• Assist with manufacturing overhead allocation.

• Monitor departmental spending against budget.

• Assist with monthly financial closing activities.

• Analyze manufacturing cost trends and prepare management reports.

• Support inventory cost analysis and reconciliation.

• Assist in capital expenditure (CapEx) tracking.

• Support fixed asset records and depreciation schedules.

• Monitor spending trends and help identify cost-saving opportunities.

• Work with Finance and Purchasing to ensure accurate cost data and documentation.

2. Human Resources Support (Significantly Expanded)

Recruitment & Hiring

• Coordinate full-cycle recruiting: posting job openings, screening resumes, coordinating interview schedules, and communicating with candidates.

• Work with hiring managers and Corporate HR to support recruitment.

• Prepare offer packages and onboarding documents.

• Coordinate pre-employment background checks and drug screening.

Employee Onboarding

• Prepare new hire orientation materials and conduct orientation sessions.

• Coordinate IT equipment and building access.

• Assist with I-9 and employment documentation (I-9, W-4, direct deposit).

• Maintain accurate and confidential employee personnel files.

Payroll & Benefits

• Review timesheets and coordinate payroll information with Corporate HR or outsourced payroll provider.

• Track employee attendance and PTO balances.

• Assist employees with benefits enrollment (medical, dental, vision, 401(k)).

• Coordinate open enrollment and COBRA/leave-of-absence processing.

Employee Relations & Engagement

• Support employee communications and policy updates.

• Coordinate employee engagement activities and company events.

• Assist with employee recognition programs.

• Support performance review administration and tracking.

• Serve as a first point of contact for employee questions on HR policies, escalating complex matters to leadership as needed.

Training & Compliance

• Maintain employee training records (including ISO 13485 and safety training).

• Coordinate required compliance training (e.g., harassment prevention, safety).

• Maintain training matrices.

• Support labor law compliance (federal and California state requirements).

• Maintain confidentiality of personnel records.

• Support internal and external audits.

• Help maintain and update the employee handbook, HR policies, and job descriptions.

Offboarding

• Support offboarding processes, including exit interviews, final pay coordination, and termination documentation.

3. Administrative Operations

• Manage daily office operations (document control, printing, filing, archiving).

• Coordinate office supplies procurement and inventory control.

• Maintain and coordinate office equipment (computers, printers, etc.).

• Manage office lease and facility services.

• Coordinate maintenance vendors.

• Manage company travel arrangements.

• Coordinate visitors and customer meetings.

• Manage conference room scheduling.

• Maintain company records and document retention.

4. Purchasing & Office Support (New Section)

• Issue purchase requisitions.

• Follow up on purchase orders.

• Coordinate supplier communications.

• Maintain office inventory.

• Coordinate shipping and receiving documentation.

5. Executive Support (New Section)

• Prepare presentations and management reports.

• Prepare meeting minutes and track action items.

• Coordinate management schedules.

• Support strategic projects as assigned by the General Manager.

6. Compliance & Quality Support (New Section)

• Support ISO 13485 documentation and controlled record maintenance.

• Support internal audits.

• Support FDA inspection preparation.

• Maintain document retention practices.

7. Coordination & Communication

• Coordinate meetings, prepare materials, and document meeting notes.

• Support cross-functional communication between production, finance, HR, and management.

• Track and follow up on assigned tasks to ensure timely completion.

8. Process Improvement

• Help establish and improve cost tracking systems, HR processes, and administrative workflows as the company scales.

• Support implementation of internal controls and documentation practices.

Qualifications

Education

• Bachelor's degree in Human Resources, Accounting, Finance, Business Administration, or a related field.

• Associate degree with relevant experience will also be considered.

Experience

• 1-3 years of experience in an HR generalist, cost accounting, or administrative support role, ideally combining more than one of these areas.

• Experience in manufacturing or a startup environment is highly preferred.

• Familiarity with California employment law basics (e.g., wage and hour, leave requirements) is highly preferred.

Skills & Software

• Microsoft Excel (Advanced)– required for cost tracking and analysis.

• Proficient in Microsoft Office (Word, PowerPoint, Outlook, Teams).

• SAP Business One (preferred).

• ADP Workforce Now or similar HRIS/payroll platform (preferred).

• Power BI (preferred).

• Working knowledge of, or willingness to quickly learn, HRIS/payroll platforms (e.g., ADP, Paylocity, Gusto, Paychex).

HR Knowledge

• California labor laws.

• Payroll coordination.

• Employee benefits administration.

• HRIS systems.

Language

• Strong English communication skills (written and verbal).

• Chinese (Mandarin) is a plus.

Certifications (Preferred but Not Required)

• PHR / SHRM-CP certification, or coursework toward one, is a plus.

Core Competencies

• Strong attention to detail and accuracy.

• Strong analytical skills.

• Ability to handle multiple responsibilities in a fast-paced startup environment.

• Proactive, hands-on, and willing to take ownership.

• Strong organizational and time management skills.

• High level of confidentiality, discretion, and professionalism.

• Sound judgment in handling sensitive employee and financial information.

• Customer service mindset.

• Continuous improvement mindset.

Key Performance Indicators (KPIs)

Compensation & Benefits

Base Salary:$60,000 – $75,000 annually, commensurate with experience.

(Note: For a candidate with manufacturing + medical device + SAP + ADP + HR experience, the higher end of the range is appropriate for the Irvine market.)

Bonus: 5–10% target, based on individual and company performance.

We believe our employees are our greatest resource. We offer a competitive salary and benefits package including 401(k) with employer contribution, paid holidays, and vacation. Insurance coverage includes medical, dental, vision, and prescription drugs.

Why Join PT&C

As a Business Operations Specialist, you will play a critical role in building the foundation of a growing company – shaping how we manage costs, support our people, and run day-to-day operations from the ground up. This position offers unique cross-functional exposure to finance, HR, operations, and compliance, providing valuable experience and growth opportunities in a high-tech medical manufacturing environment.

To Apply

Please submit your resume and cover letter to Binbin.Su@ptncmed.com.

We look forward to welcoming you to our team.

Precision Tube & Catheter, Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.