Office Coordinator - On Site

Overview

The Administrative Office Coordinator plays a pivotal role in supporting the smooth operation of the office by managing a variety of administrative tasks. This position is responsible for overseeing reception processes, coordinating on-site meetings, managing day-to-day vendor services, and providing general administrative support to those in need. The ideal candidate will be highly organized, detail-oriented, self-motivated, and capable of handling multiple priorities in a dynamic work environment that offers opportunity to grow within the administrative team. The Administrative Office Coordinator will serve as a key point of contact for the entire office, ensuring that the office runsefficiently and effectively. They will rely on experience and judgment to plan and accomplish goals.

Job Highlights

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but not limited to): (The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation)

• Provides in-office meeting coordination to include meeting room and AV (Audio Visual) preparations, catering orders and set up, guest coordination, and clean up.
• Coordinates projects, workflow and follow up on delegated tasks to ensure progress to deadlines.
• Provides and coordinates back up support for other administrative personnel as needed.
• Manages reception lobby to include answering the doorbell, receiving and routing deliveries, greeting visitors and notifying staff of guests.
• Sorts and distributes incoming mail and packages. Notifies employees when packages are received on their behalf. Processes all outgoing mail to include adding postage and processing certified mail.
• Performs daily administrative paperwork as needed which may include basic reports.
• Maintains and oversees all office supply and break room needs.
• Oversees all common areas and ensures proper stocking and cleanliness.
• Coordinates and oversees office machine and appliance maintenance and supply needs. (E.g. coffee, ice, and refrigerator machine repairs and maintenance, etc.)
• Oversees the management of document shredding schedules and coordinates with vendorsas needed.
• Other duties as assigned.

Qualifications

Knowledge/Skills/Abilities (KSAs):

• High School Diploma or equivalent.
• Two years prior administrative office experience preferred.
• Intermediate computer and proofreading skills required including but not limited to, MS Teams, Outlook, Word, Excel, and PowerPoint.
• Possess ability to be flexible and handle variety of tasks in a fast-paced environment.
• Possess good organizational skills.
• Demonstrate ability to communicate effectively with all levels of the staff, clinicians, and external vendors and customers.
• Skill in gathering and reporting information.
• Ability to work effectively and independently with staff, physicians and external customers with limited supervision.
• Ability to maintain confidentiality.
• Contributes to building a positive team spirit; Takes effective direction from other administrators, executive and key business associates.
• Ability to work comfortably with a diverse population of internal and external customers.

*The physical demands described here are representative of those that may need to be met by an employee to successfully preform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional Standing• Occasional Walking• Ability to lift up to 10 - 15 lbs• Frequent Sitting• Frequent hand, finger movement• Use office equipment (in office or remote) • Communicate verbally and in writing

US Anesthesia Partners, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service, or other non-merit based factors.