Administrative Coordinator

Administrative Coordinator

As the first touchpoint for individuals engaging with Catalight, the Administrative Coordinator provides administrative and clerical support as approved and delegated by the Senior Office Manager. The Administrative Coordinator will implement and optimize key administrative functions within the organization, while supporting defined goals, objectives and policies under the supervision of the Senior Office Manager.

• Greet employees, clients, visitors, guests and contractors and ensure that they sign in/out and are wearing their assigned badges, clearly visible, in accordance with Catalight's security policy.
• Provide excellent customer service and be a resource for general questions, such as location of office supplies, requests for conference room, or other office related inquiries.
• Maintain inventory of office supplies, submit order request, receive delivery and restock supply area.
• Responsible for ensuring common work areas, such as break room/kitchen, copier, copy-room, conference rooms and general work areas, are clean, sufficiently supplied and operational throughout the workday and upon departure.
• Assist with Outlook calendar and meeting room reservation systems.
• Ensure that Protected Health Information (PHI) that may be unclaimed in the copy areas is removed and placed in the shredding bin at the end of each workday.
• Interface and provide back-up assistance/support to Facilities Administrative team special projects as assigned by the Manager.
• Responsible for opening the office each morning, disarming alarm, retrieving voice mail messages and preparing the shared work spaces for daily business.
• Assist with processing, receiving and delivering catering orders.
• Manage kitchens to ensure all items are stocked and orderly throughout the day, weekly purge of refrigerators to maintain general health guidelines.
• Conduct monthly walk-through/safety inspection of suite(s) for manager's review.
• Report suite issues such as restroom maintenance and supply replenishing, lighting/bulb replacement, building grounds issues to Manager who will then submit a request to building maintenance department.
• Monitor paper and toner supply for printers and copiers and replace as necessary.
• Monitor shredding bins capacity and coordinate recycle pick-up schedule.
• Interfaces with IT department as necessary for hardware and security issues.
• Attend staff meetings, in-services, trainings, and other meetings as requested by management.
• Attaining and achieving position competencies in relation to role responsibilities.

• May require supporting or providing coverage to office staff at other Catalight locations as needed.
• Responsible for daily monitoring and maintaining the cleanliness and overall physical integrity of the office, clinical treatment, and common areas.
• Receives, prioritizes, organizes, and prepares departmental documentation for scanning into electronic files for retrieval and archiving.
• Reconciling invoices
• Support construction related tasks and direction during internal office moves and build-outs.
• May assist various departments, with clerical projects as assigned and approved by Manager.

Minimum Education, Experience & Training Equivalent to:

• Graduation from High School or GED required.
• Associate degree in a related field from an accredited college or university preferred.
• Minimum two (2) years' experience in administrative support/office management preferred.
• At least 1-2 years of customer service experience required.

Requests:

• Must be able to communicate effectively within the work environment, read and write using the primary language within the workplace.
• Visual and auditory ability to work with clients, staff and others in the workplace continuously.
• Frequent speaking and listening (25-75%) to clients, staff, and others in the workplace.
• Utilize computer and cell phone for effective communication.
• Knowledgeable in using fax copy machine.
• Proficient with Microsoft Office Suite and comfortable with technology and databases.
• Excellent and consistent punctuality and attendance.
• Strong phone etiquette.
• Administrative experience in a fast-paced organization, preferably a health-care/medical environment.

Community oriented:

• Seeks to understand the underlying needs, desires, and values of colleagues.
• Proactively builds spaces for others to engage in learning and community.
• Appreciates and demonstrates collaboration across teams.
• Serves as a role model, bringing our core values to life in your work.
• Works well with employees at any level of employment.
• Appreciation for cross-departmental collaboration.
• Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
• Personable; able to work comfortably with individuals at all levels within the organization.
• Excellent verbal and writing…