Administrative Office Coordinator

Job Details

Job Location:

BL - Portland, OR 97223

Salary Range: $21.25 - $30.74 Hourly

At WHA, we're a team, passionate about humanizing healthcare. We're inspired by the diverse stories, strength and resilience of our patients and the unique choices they make in pursuing health for themselves and their families. We envision a world where every person has the opportunity to achieve their optimal health and we're here to support that journey with personalized, culturally competent care and knowledge.

WHA is 2023's #1 Largest Women-Owned Business in Oregon and Clark and Skamania Counties from the Washington-Portland Business Journal.

We are looking for a friendly and compassionate person to provide essential administrative and operational support to ensure an organized and welcoming workplace environment. This role serves as a key point of contact for visitors, vendors, employees, and external partners while supporting office operations, facilities coordination, and day-to-day workplace logistics.

The ideal candidate is highly organized, detail-oriented, service-focused, and able to manage confidential correspondence and multiple priorities while creating a positive experience for employees, vendors, and visitors.

This is an onsite position located at WHA's Beveland headquarters.

* This is a 40 hr/wk position, Monday-Friday*

• Serve as a welcoming and professional first point of contact for employees, vendors, visitors, and guests.
• Greet and assist vendors, coordinate vendor access, and support general office needs.
• Answer general inquiries and provide administrative support to employees and departments.
• Maintain a professional, organized, and customer-focused front office environment.

• Organize and manage incoming and outgoing mail, including daily mail pickup, sorting, and processing.
• Assist in preparing and distributing outgoing correspondence.
• Process and manage returned mail, including tracking, updating records, and coordinating follow-up as needed.
• Ensure timely handling and routing of sensitive and confidential correspondence.
• Manage incoming WHA email and voicemail communications.

• Support daily office operations to maintain a clean, organized, and functional workplace.
• Coordinate basic facilities management needs, including communicating service needs to departments, serving as a point of contact with vendors, and following up on facility issues.
• Maintain meeting rooms, break rooms, copy room and shared spaces to ensure they are clean, stocked, and ready for use.
• Monitor break room inventory and communicate supply needs to the Purchasing department.

• Support office events, employee activities, and cultural initiatives that promote engagement and connection.
• Support new employee orientation including documentation management.
• Assist with planning, coordination, and logistics for meetings, celebrations, and organizational events.
• Contribute to creating a positive, inclusive, and welcoming workplace environment.

• High school diploma or equivalent required; additional administrative experience and/or training preferred.
• Minimum 1 year of previous experience in administrative support, front office, customer service, or office coordination strongly preferred.

• Medical/Vision
• Dental/Orthodontia
• 401(k)
• Employer Paid Long Term Disability Insurance
• Employer Paid Life & Accidental Death & Dismemberment Insurance
• Employer Paid Maternity Leave
• Voluntary Short Term Disability Insurance
• Voluntary Life Insurance
• Voluntary Long Term Care
• Flexible Spending Medical
• Dependent Care
• & Transportation Accounts
• Paid Time Off & Holidays
• Life Balance
• Employee Assistance Program
• Childbirth Education Classes & Breastfeeding Support

Please note per the Oregon State Pay Equity Law your salary is determined based on the experience and education listed in your resume/application. It is strongly encouraged to include any transferable experience to ensure your offer is reflective of all directly related and equivalent experience. Please be specific with dates of positions, skills, and educational experiences related to the job you are applying for within your application materials.

Women's Healthcare Associates, LLC is an equal opportunity employer.

• Federal Family and Medical Leave Act: https://(Use the "Apply for this Job" box below)./
• Oregon Family Leave Act:/oflaposter
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