Corporate Office Coordinator

Job Summary

American Health Partners is looking for a professional front-of-office Corporate Administrative Assistant who can represent the culture of our company as the first point of contact for all visitors. Professional presence is a must as this position interacts with C-suite executives and is the gatekeeper of the C-suite executive offices. The assistant will schedule meetings and provide administrative support for an upper-level executive(s) as assigned. The position requires proficiency in Outlook calendar management, travel booking, and expense processing. Being attentive, joyful, friendly, welcoming, outgoing, and happy to assist is a pivotal part of this position. Teamwork, hospitality, and organizational skills are essential.

Here are a few of our benefits:

• Annual performance wage increases
• 401k retirement plan with a company match
• Medical, dental and vision insurance
• Paid time off
• Holiday pay

Job Responsibilities

• Greet guests and escort them to the proper location
• Receive, sort, and distribute incoming mail, deliveries, and packages
• Outlook calendar management
• Coordinate necessary travel arrangements and process travel expense reports in Concur
• Handles daily C-suite lunch orders
• Place catering orders for large meetings to include setup and cleanup
• Schedule conference rooms and oversee the appearance and setup of each room
• Maintain office and kitchen supplies, ensuring everything is well-stocked and organized
• Daily review/distribution of company voicemail messages and fax messages
• Maintain a clean, organized, and professional reception area pleasing to visitors and coworkers
• Handles various administrative details with initiative and good judgment
• Support office operations and special events
• Direct report to the CEO Executive Assistant
• Backup support for the CEO Executive Assistant
• Process and submit expenses in Concur for SVP of HR
• Manage HR invoices (receiving from multiple sources, submitting for approval, submitting for payment, and filing)
• Manage Requests for Medical Records (returning phone calls, determining proper entity for the request, and forwarding an email to the proper entity)
• Backup support for coordinating exterior and interior building maintenance and inspection vendors
• Some overtime may be required

Skills

• Proficient in computer skills, Microsoft Outlook Office products (Word, Excel, Outlook, PowerPoint, Teams), and Concur Expense reporting
• Knowledge of office equipment to include copier, multi-line telephone, Pitney Bowes postage meter
• Excellent communication skills (in-personal, verbal, and written)
• Flexibility to meet project deadlines
• Ability to multi-task and work independently with minimal supervision
• Respects confidentiality of data and communications encountered in the workplace
• Exceptional organizational skills and proactive
• Ability to act with grace and professional integrity when faced with conflicts and changes
• Customer service-oriented mindset
• Demonstrates proficient project coordination and promotes process improvements
• Ability to lift up to 35 pounds, with or without reasonable accommodation

Education/Experience Requirements:

• High school diploma required
• Additional training/education is preferred

Job Type: Full-time in office (no remote work)
Expected hours: 40 hours per week (8:00 AM – 5:00 PM)

Education

• High School or better

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.