Office Coordinator

Description

POSITION SUMMARY

As Office Coordinator you are responsible for ensuring the smooth and efficient operation of the office environment. These duties include a range of administrative, organizational, and communication tasks. You will handle scheduling, manage office supplies, and facilitate communication within the workplace. The Office Coordinator acts as a central point of contact and support for the office, ensuring that everything runs smoothly and efficiently

POSITION DISCRIPTION 

Ø Managing appointments, meetings and travel arrangements.

Ø Handling phone calls, emails, and correspondence.

Ø Maintaining files, filing system, records and databases.

Ø Overseeing the upkeep of the office, including supplies and equipment. 

Ø Performing tasks like data entry, typing and document preparation.

Ø Provide general administrative and clerical support including mailing, scanning, faxing and copying

Ø Greeting visitors, answering inquiries, and providing information.

Ø Coordinating with vendors for services and supplies. 

Ø Assist in resolving any administrative problems.

Ø Implementing and maintaining office policies and procedures.

Ø Organize company events, meetings and team-building activities.

Ø Assist with special projects, event planning and tasks as assigned by leadership.

Ø Provide logistical support for training sessions or company initiatives. 

Ø Monitoring office supplies and ordering replacements. 

Ø Ensuring office equipment is in good working order.

Ø Maintaining a safe and secure office environment. 

Ø Running company’s errands (post office, office supply store, picking up lunch) as needed.

Ø Help maintain organized workspace and office setting.

Ø Manage social media accounts.

Ø Manage calendars as needed.

Ø Assist leaders of LLCs

Ø All other necessary clerical tasks

Requirements

POSITION QUALIFICATIONS 

Minimum Qualifications:

· Ability to project a professional Image

· Proficiency in MS Word, MS Excel and MS Outlook

· Knowledge of operating standard office equipment

· Excellent communication skills – written and verbal

· Time management skills

· Freedom from use of and effects of use of drugs and alcohol in the workplace

Education and/or Experience: 

High School Diploma or Equivalent 

LANGUAGE SKILLS 

English is the primary language of the facility. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and policy procedure manuals. Ability to effectively present information and respond to questions from groups of executives, managers, clients, customers, and the public.

MATHEMATICAL SKILLS 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, percent as well as draw and interpret various graphs.

REASONING ABILITY 

Ability to apply common sense understanding to carry out instruction furnished in written, oral and/or diagram form. Ability to define and solve problems, interpret data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in statistical or diagram form and deal with several abstract and concrete variables.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES 

To perform this job successfully, an individual must be able to perform each key function satisfactorily based on five overall skills categories: assessment, planning, intervention, evaluation and teaching/coaching. Each category will be assessed on performance measurements of appropriateness, efficiency, effectiveness and timeliness. Reasonable accommodations may be made to enable individuals with disabilities to perform the key functions.

Patient Rights 

Promotes and protects patients’ rights; treats patients with dignity and respect; reports suspected abuse or neglect.

Leadership 

Demonstrates willingness to try new tasks; generates new ideas for change; evaluates and recognizes priorities; communicates and   models organizational values; fosters high performance; recognizes need for and provides adequate resources.

Process Improvement 

Applies process improvement methods and techniques; assists in data collection; identifies processes for improvement in daily work; and assists in education of new employees in the team process.

Environment Of Care 

Demonstrates understanding of fire and emergency procedures; participates in fire and disaster drills; demonstrates understanding of safety and security procedures; applies safety and security precautions; demonstrates understanding of hazardous materials plan; demonstrates proper use of equipment.

Infection Control 

Applies hand-washing principles during daily work; demonstrates understanding of isolation precautions; recognizes signs and symptoms of infection and complies with the employee health program; demonstrates understanding of the process for identifying and handling infectious waste; maintains personal hygiene; complies with OSHA standards in the work place; and demonstrates understanding of cross-contamination.

Information Management 

Enters or records data timely and accurately; protects confidentiality of patient information;  protects data against loss or destruction; reports suspected violation of security/confidentiality issues.

INTERPERSONAL SKILLS 

Demonstrates active listening techniques; gains support through effective relationships; treats others with dignity and respect; seeks feedback; establishes systems to measure effectiveness, efficiency, and service; creates and maintains reporting mechanisms.