Administrative Coordinator

Overview

As the first face and voice of the ESBA Dublin Facility, the Administrative Coordinator provides administrative and clerical support as approved and delegated by the 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 Office Manager.

• Greet employees, clients, visitors, guests and contractors and ensure that they sign in/out and wear their assigned badges, clearly visible, in accordance with ESBA’s security policy.
• Provide excellent customer service and be a resource for general questions, such as location of office supplies, requests for conference rooms, or other office-related inquiries.
• Maintain inventory of office supplies, submit order requests, receive deliveries and restock the supply area.
• Ensure common work areas (break room/kitchen, copier, copy-room, conference rooms and general work areas) are clean, sufficiently stocked 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 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 on special projects as assigned by the Manager.
• Open the office each morning, disarm alarms, retrieve voice mail messages, and prepare 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, with weekly purges of refrigerators to maintain general health guidelines.
• Conduct monthly walk-through/safety inspections of suites for manager’s review.
• Report suite issues (restroom maintenance and supply replenishing, lighting/bulb replacement, building grounds issues) to the Manager, who will submit requests to building maintenance.
• Monitor paper and toner supply for printers and copiers and replace as necessary.
• Monitor shredding bin capacity and coordinate recycle pick-up schedule.
• Interface with IT department as necessary for hardware and security issues.
• Attend staff meetings, trainings, and other meetings as requested by management.
• Attain and achieve position competencies in relation to role responsibilities.

• May require supporting or providing coverage to office staff at other ESBA locations as needed. May require a high level of multi-tasking in a fast-paced setting.
• Responsible for daily monitoring and maintaining the cleanliness and overall physical integrity of the office, clinical treatment, and common areas.
• Receive, prioritize, organize, and prepare departmental documentation for scanning into electronic files for retrieval and archiving.
• Reconcile 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 the 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.

Knowledge, Skills & Abilities:

• Excellent phone etiquette.
• Excellent problem solving abilities.
• Excellent and consistent punctuality and attendance.
• Eagerness and positive attitude.
• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
• Must be able to communicate effectively within the workplace, read and write using the primary language within the workplace.
• Ability to exercise confidentiality and discretion pertaining to the work environment.
• High level of organizational skills and attention to detail.
• Administrative experience in a fast-paced organization, preferably a health-care/medical environment.
• Need to remain calm, focused and…