Plant Ops Coordinator and AP Clerk

PRIMARY FUNCTION    
The Plant Operations Coordinator & Accounts Payable Clerk performs high-level administrative, technical support, and financial clerical tasks requiring a comprehensive understanding of office systems, facility regulations, interdepartmental workflows, and accounting procedures.
The primary focus of this role is dedicated to Plant Operations, ensuring accurate data management within maintenance software, coordinating departmental communications, scheduling mandatory safety system testing, and acting as the primary liaison between the facility and external vendors, contractors, and engineers. Secondarily, this position ensures the accuracy, completeness, and timely processing of all facility invoices and payments for accounts payable by vendors in strict accordance with company policies.
RESPONSIBILITIES AND ACCOUNTABILITIES
Primary Role: Plant Operations Coordinator
•    Assists with maintaining departmental policies, objectives, quality assurance initiatives, and environmental/safety standards.
•    Demonstrates high proficiency in data gathering, maintaining data accuracy, and generating complex reports for Safety, Security, Hazardous Materials, Medical Equipment, Utilities, and Emergency Preparedness.
•    Manages departmental correspondence, including meeting minutes, organization of regulatory communications received or sent, and systematically maintains all required records.
•    Handles competing priorities including high-volume phone traffic and visitor inquiries with professionalism.
•    As directed, schedules required testing and repairs for life safety systems. Tracks documentation for preventive and predictive maintenance across utility and biomedical equipment.
•    Collects and organizes critical data related to Emergency Preparedness and Hazardous Waste activities to ensure audit/survey readiness.
•    Coordinates Safety and Emergency Preparedness meetings, including drafting agendas, managing schedules, and recording official minutes.

Secondary Role: Accounts Payable Clerk
•    Reviews, verifies, and processes all incoming invoices and check requests by matching them with approved purchase orders.
•    Scans and enters invoice data into Multiview, generating appropriate workflow routing to obtain necessary leadership approvals.
•    Communicates directly with vendors and internal department leaders to resolve invoice discrepancies, missing information, or outstanding statement balances to avoid late fees.
•    Processes payments by check or Electronic Funds Transfer (EFT), coordinates final approval with the Controller or CFO, and manages local mailing or NACHA file submissions for banking uploads.
•    Input new vendor data, conducts annual vendor system maintenance, and assists the Controller as directed in the preparation and issuance of annual 1099 statements per IRS guidelines.
•    Performs other duties of a similar level or responsibility as assigned by leadership.
EDUCATION/QUALIFICATIONS/EXPERIENCE
•    High school diploma or equivalent required; post-secondary vocational or specialized training in clerical duties or accounting principles is preferred.
•    A minimum of three to five (3–5) years of blended experience in bookkeeping/accounts payable and administrative support.
•    Prior experience in a Joint Commission / CMS accredited hospital safety, maintenance, or healthcare environment is highly preferred.
•    Must be highly skilled in Microsoft Office (Word, Excel, PowerPoint) for processing data, creating spreadsheets, and designing presentations.
•    Familiarity with work order management, inventory systems, and preventive maintenance software specifically within a healthcare setting is preferred.
•    Proven ability to remain flexible and adjust priorities in an evolving environment. Must thrive in a fast-paced atmosphere, managing multiple competing deadlines with accuracy and poise.
•    Exceptional verbal and written communication skills for effective collaboration with architects, engineers, and facility leadership.
 

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Equal Employment Opportunity Statement