Administration Assistant

Get to know us: NOVO Health Services offers linen management solutions to the healthcare industry. NOVO Health keenly focuses on safety and infection control and provides its partner hospitals with a value-driven linen management control system that measures and monitors linen utilization by department to eliminate excess internal costs. NOVO's wide range of service programs offer a variety of options to provide a seamless, single source distribution system.

NOVO's regional healthcare linen facilities are HLAC accredited and operate with state-of-the-art processing equipment and processes. Lead and Grow with Us! NOVO Health Services is a leading provider of healthcare linen solutions, delivering a fresh and innovative approach to the industry. Our focus on patient experience, infection prevention, and operational excellence enables us to improve linen quality while reducing overall program costs for our healthcare partners.

With HLAC-accredited facilities and a commitment to continuous improvement, NOVO is redefining how healthcare linen programs are managed across the country.

NOVO Health Services is seeking an organized and dependable Administration Assistant to support daily administrative and office functions at our Louisville facility, serving as the consistent onsite presence and primary point of contact for office-related matters. Acting as Administration Coordinator, Event Planner, Community Liaison, and overall office operations lead, this role is responsible for billing, invoicing, contracting, office maintenance, event coordination, and customer communication, ensuring the smooth and efficient functioning of the office.

The ideal candidate thrives in a fast-paced environment, can balance multiple priorities, and embodies NOVO Health Services' cultural values.

• Organize and manage office operations and procedures, including correspondence, filing systems, and supply requisitions.
• Maintain office efficiency through effective systems, workspace layouts, and equipment procurement.
• Establish, implement, and monitor office policies and procedures to ensure consistency and effectiveness.
• Submit and track work orders for damaged or leased office equipment.
• Serve as the consistent onsite presence and primary point of contact for office-related matters.
• Any additional Ad-hoc responsibilities delegated by HR/HR Safety Manager or other senior leadership.
• Manage linen processing and billing using the ABS system.
• Support invoicing and contracting activities, ensuring accurate and timely documentation.
• Administer and maintain the Purchase Order process.
• Oversee the RFID and scrubs tracking process.
• Assist customers in resolving issues related to shortages or mis-deliveries.
• Support clear, professional customer communication on behalf of the Louisville facility.
• Coordinate company events and serve as a community liaison for the facility.
• Keep leadership informed by reviewing and analyzing reports, summarizing key insights, and identifying trends.
• Mentor staff and encourage creativity and innovation in daily operations.
• Perform other duties as assigned based on business and operational needs.

• High School Diploma or equivalent work experience required.
• Demonstrated strong work ethic, initiative, and customer service mindset.
• Excellent written and verbal communication skills, with strong listening skills and empathy.
• Effective problem-solving skills in both individual and group settings.
• Proven ability to use a participative approach, prioritize tasks, and manage within budget.
• Strong administrative, organizational, and follow-through abilities.
• Proficiency in Microsoft Office Skills in reporting and process management.
• Willingness to travel occasionally (up to 10%).
• Preferred Associate degree or additional coursework in business or office administration.
• Previous experience in an office administration, coordinator, or billing/invoicing role, ideally in an industrial, manufacturing, or healthcare services environment.
• Experience with ABS or similar billing/linen management systems, and with RFID or asset-tracking processes.
• Experience planning events or supporting community outreach.

• Humble, hungry, and emotionally intelligent (socially smart).
• Articulate and organized, with strong administrative follow-through.
• Ability to perform in a fast-paced environment with shifting priorities.
• Customer-focused approach, with strong listening skills and empathy.
• Collaborative, participative approach to…