Corporate Office Coordinator

Job Summary

American Health Partners is looking for a professional front-of-office Corporate Administrative Assistant who can represent the culture of our company as the first point of contact for all visitors. Professional presence is a must as this position interacts with C-suite executives and is the gatekeeper of the C-suite executive offices. The assistant will schedule meetings and provide administrative support for an upper-level executive(s) as assigned.

The position requires proficiency in Outlook calendar management, travel booking, and expense processing. Being attentive, joyful, friendly, welcoming, outgoing, and happy to assist is a pivotal part of this position. Teamwork, hospitality, and organizational skills are essential.

Here are a few of our benefits:

* Annual performance wage increases

* 401k retirement plan with a company match

* Medical, dental and vision insurance

* Paid time off

* Holiday pay

Job Responsibilities

* Greet guests and escort them to the proper location

* Receive, sort, and distribute incoming mail, deliveries, and packages

* Outlook calendar management

* Coordinate necessary travel arrangements and process travel expense reports in Concur

* Handles daily C-suite lunch orders

* Place catering orders for large meetings to include setup and cleanup

* Schedule conference rooms and oversee the appearance and setup of each room

* Maintain office and kitchen supplies, ensuring everything is well-stocked and organized

* Daily review/distribution of company voicemail messages and fax messages

* Maintain a clean, organized, and professional reception area pleasing to visitors and coworkers

* Handles various administrative details with initiative and good judgment

* Support office operations and special events

* Direct report to the CEO Executive Assistant

* Backup support for the CEO Executive Assistant

* Process and submit expenses in Concur for SVP of HR

* Manage HR invoices (receiving from multiple sources, submitting for approval, submitting for payment, and filing)

* Manage Requests for Medical Records (returning phone calls, determining proper entity for the request, and forwarding an email to the proper entity)

* Backup support for coordinating exterior and interior building maintenance and inspection vendors

* Some overtime may be required

Skills

* Proficient in computer skills, Microsoft Outlook Office products (Word, Excel, Outlook, PowerPoint, Teams), and Concur Expense reporting

* Knowledge of office equipment to include copier, multi-line telephone, Pitney Bowes postage meter

* Excellent communication skills (in-personal, verbal, and written)

* Flexibility to meet project deadlines

* Ability to multi-task and work independently with minimal supervision

* Respects confidentiality of data and communications encountered in the workplace

* Exceptional organizational skills and proactive

* Ability to act with grace and professional integrity when faced with conflicts and changes

* Customer service-oriented mindset

* Demonstrates proficient project coordination and promotes process improvements

* Ability to lift up to 35 pounds, with or without reasonable accommodation

Education/Experience Requirements:

* High school diploma required

* Additional training/education is preferred

Job Type: Full-time in office (no remote work)

Expected hours: 40 hours per week (8:00 AM - 5:00 PM)