Administrative Assistant

Position Summary:

The Office Services Assistant provides administrative and operational support to the corporate office and hospital locations while serving as a professional and welcoming point of contact for visitors and callers. This position plays an important role in supporting daily office activities, maintaining an organized and efficient work environment, and assisting team members with a variety of administrative responsibilities.

The ideal candidate is personable, professional, dependable, proactive, and resourceful, with strong computer, communication, organizational, and customer service skills. Exceptional reliability, consistent attendance, and punctuality are essential to success in this role.

Qualifications and Skills.

• Computer Proficiency: Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and Teams.
• Communication
  
  Skills:
  
  Excellent verbal and written communication skills, including professional telephone etiquette.
• Customer Service: Friendly, approachable, and service-oriented, with the ability to interact professionally with employees, visitors, and external contacts.
• Organization: Ability to prioritize tasks, manage multiple responsibilities, and maintain accurate records.
• Professionalism: Maintains a professional appearance, positive attitude, and courteous demeanor.
• Confidentiality: Demonstrates discretion and maintains confidentiality when handling sensitive information.
• Dependability: Consistently demonstrates punctuality, reliability, accountability, and attention to detail.
• Initiative: Proactive, adaptable, resourceful, and willing to assist others to support daily business operations.

Location:

On-site

Hours:

Monday-Friday 8am-5pm

Key Responsibilities:

Communication and Visitor Support

• Serve as a welcoming and professional point of contact for visitors, employees, and callers.
• Greet visitors and direct them to the appropriate personnel or department.
• Notify company personnel of visitor arrivals.
• Answer and direct incoming telephone calls professionally, accurately relay messages, and provide information as appropriate.
• Maintain a clean, organized, and welcoming reception area.
• Monitor office access, issue visitor badges, and follow established safety and security procedures.

Administrative Support

• Provide general administrative support to the corporate office and hospital locations.
• Utilize Microsoft Outlook, Word, Excel, and Teams to complete daily administrative tasks and support internal communication.
• Prepare, type, and format correspondence, documents, and other administrative materials.
• Perform data entry, filing, and general recordkeeping.
• Assist with special projects and administrative assignments as needed.
• Collaborate with team members across departments and hospital locations to support efficient daily operations.

Office Services and Daily Operations

• Monitor office supply inventory, place orders, and maintain adequate stock levels.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and packages, including drop-offs at the U.S. Post Office and Fed Ex as needed.
• Prepare conference rooms for meetings, ensuring rooms are clean, organized, and appropriately stocked.
• Maintain the cleanliness and organization of conference rooms, breakrooms, and shared office spaces.
• Monitor and replenish kitchen, breakroom, and general office supplies throughout the day.
• Assist in maintaining a safe, organized, and professional office environment.

Attendance, Punctuality, and Reliability

Consistent attendance, punctuality, and dependability are essential requirements of this position. Because the Office Services Assistant provides important day-to-day support to corporate office operations, reliable attendance and timely arrival are…