Administrative Specialist

Administrative Specialist

Location: Newport Beach, CA
Employment Type: Contract | Full-Time
Work Arrangement: 100% Onsite
Schedule: Monday–Friday | 8:00 AM–5:00 PM
Compensation: $20.00–$23.00 per Hour (Based on Experience)

Position Overview

Wheeler Staffing Partners is seeking a detail-oriented Administrative Specialist for a contract opportunity in Newport Beach, CA. This fully onsite position is responsible for supporting daily office operations through a variety of administrative, clerical, and coordination activities while delivering exceptional customer service to patients, visitors, and internal teams.

The ideal candidate has prior administrative experience within a healthcare or home health environment, is highly organized, and thrives in a fast-paced office setting. Strong communication skills, proficiency with Microsoft Office, and a team-first attitude are essential for success in this role.

Key Responsibilities

Administrative Support

• Coordinate daily office operations and administrative support functions.
• Accurately code invoices and submit them for timely payment processing.
• Prepare manual check requests as needed.
• Maintain organized files, records, and documentation.
• Process incoming and outgoing mail and distribute correspondence appropriately.
• Maintain office supply inventory and coordinate ordering of office, medical, and operational supplies.
• Track and maintain inventory logs for mobile devices, office equipment, and other organizational assets.

Reception & Customer Service

• Answer and route incoming phone calls using a multi-line phone system.
• Respond to inquiries, take messages, and provide exceptional customer service.
• Manage phone coverage, including coordinating with answering services as needed.
• Maintain answering service schedules and on-call documentation for staff.
• Greet visitors and direct them to the appropriate department or personnel.
• Foster positive relationships with patients, visitors, vendors, and employees.

Human Resources & Office Coordination

• Maintain and update staff rosters and contact information.
• Assist with new employee onboarding and orientation activities.
• Prepare new hire paperwork and submit required documentation to Human Resources and Payroll.
• Develop, prepare, and distribute employee training materials and in-service documentation.
• Support office workflow improvements and administrative projects as assigned.

Compliance & Documentation

• Maintain strict confidentiality of patient, employee, and organizational information.
• Ensure documentation is accurate, complete, and compliant with company policies.
• Support departmental operations by performing additional administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Minimum of two (2) years of administrative or clerical experience.
• Previous healthcare experience required.
• Previous Home Health experience required.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Experience answering and routing calls through a multi-line phone system.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Outstanding customer service and interpersonal skills.
• Ability to work effectively in a fast-paced, team-oriented environment.
• Strong attention to detail and commitment to accuracy.

Preferred Qualifications

• Experience with Electronic Medical Record (EMR) systems.
• Experience supporting clinical or healthcare office operations.
• Knowledge of general home health administrative processes.

Why Work with Wheeler Staffing Partners?

At Wheeler Staffing Partners, we connect talented professionals with meaningful career opportunities that align with their long-term goals. Our team provides personalized support throughout the hiring process, including interview preparation, career guidance, and consistent communication every step of the way. We partner with leading organizations to offer exclusive opportunities while serving as your advocate throughout your job search.