Administrative Assistant (Bilingual)

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.

POSITION TITLE: Administrative Assistant

POSITION TYPE: Full-Time

REPORTS TO: Human Resource Manager

Position Summary

At Novo Health Services, we believe in creating value, serving with purpose, and growing together. As our Office Administrator, you'll be the heart of our daily operations - the organizer, communicator, and problem-solver who keeps everything running smoothly. You'll support our team in areas such as administration, HR coordination, billing, event planning, and office management, becoming the trusted "go-to" person who makes things happen.

In this role, you'll handle both on-site and virtual responsibilities - managing billing, invoicing, contracts, payroll processing, and employee records while ensuring our office remains an efficient, welcoming space. You'll also bring people together through events and communication initiatives that strengthen our community.

We're looking for someone who thrives in a fast-paced, evolving environment and who embodies our core values: To Honor, To Serve, To Create Value, and To Grow.

Because we serve a diverse workforce and customer base, a bilingual candidate (English/Spanish preferred) will excel in building stronger connections and communication across teams.

Advanced Excel skills are essential - you'll regularly use formulas, pivot tables, charts, and data analysis to support both operational and HR functions.

Essential Functions

• Keep the office running efficiently by organizing operations, procedures, correspondence, and filing systems.
• Plan and implement systems, layouts, and equipment procurement to maintain office productivity.
• Use Excel to analyze reports, summarize data, and identify trends to keep leadership informed.
• Manage linen billing through the ABS system and generate detailed billing reports in Excel.
• Process purchase orders in the SAGE system; reconcile and report expenditures.
• Submit and track work orders for equipment repairs or replacements.
• Support customers by resolving concerns related to shortages or delivery issues.
• Oversee office supply ordering and coordinate facility-wide meetings and events.
• Maintain accurate employee timekeeping and attendance records using Excel.
• Partner with HR and management to support recruitment, onboarding, and orientation for new employees.
• Ensure compliance with Form I-9 and E-Verify requirements.
• Generate HR analytics and reports as needed using Excel.
• Translate and communicate company policies to employees in both English and Spanish as needed.
• Support managers in documenting disciplinary actions and maintaining employee records.
• Uphold all company safety standards and participate actively in a culture of accountability.
• Perform other duties and special projects as assigned.

• Education: High school diploma required; Associate's degree or higher preferred.
• Experience: 1-2 years in administrative or HR support roles preferred.
• Language Skills:Bilingual (English/Spanish) strongly preferred.
• Technical Skills: Advanced proficiency in Microsoft Excel (formulas, pivot tables, charts, and data analysis).
• Familiarity with HR processes, recruitment, timekeeping, and reporting systems.
• Strong work ethic, initiative, and a commitment to quality service.
• Excellent communication, empathy, and problem-solving abilities.
• Ability to balance multiple priorities, stay organized, and perform well under pressure.
• A positive, team-oriented attitude with strong attention to detail.