TotalMed Hiring for Office Administrative Assistant Full Time

The Role

With a focus on our Core Values of Integrity, Internally Driven, Fun and Respect, the Office Administrative Assistant serves as the initial contact for visitors and is responsible for the administrative and organizational management of the office.

What You’ll Be Doing

• Demonstrate commitment and behavior aligned with the philosophy, mission, values, and vision of the company.

Administrative Support:

• Provide exceptional customer service by greeting guests, in person or by phone, answering or referring inquiries.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Receive and appropriately distribute deliveries (USPS, UPS, FedEx, and other delivery services) and email.
• Perform filing, copying/scanning mail, and data entry.
• Create, update and/or review presentations for executives.
• Coordinate meeting food and beverage needs when necessary.
• Make travel arrangements for executives.
• Expense ing support for executives.
• New hire mailings.
• Support HR team as needed with unemployment responses, wage verifications, and data entry.

Office Support:

• Coordinate day-to-day operations of the office.
• Meeting preparation including ordering of food.
• Maintain relationships with outside office vendors (maintenance, cleaning service, etc.).
• Maintain office supply inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies and verifying receipt of supplies.
• Ensure operation of office equipment including but not limited to copy machines, postage machine by monitoring balance, adding funds when necessary.
• Coordinate daily cleaning, preventative maintenance requirements and calling for repairs as well as monthly reconciliation for department ing.
• Maintain accurate records of invoices.
• Maintain office seating chart, new hire office assignment and ensure basic supplies for all new hires.
• May train new hires on office equipment, supply room and administrative procedures (out of office calendar, conference room bookings, office phone, office etiquette, etc.)
• Performs other duties as assigned.

Great Things to Have

• Must be reliable and timely.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks.
• Proficient with Microsoft Office Suite or related software.

What We Look For

• High school diploma or equivalent.
• 3 years of administrative experience in an office setting.

Physical Requirements

• Ability to lift up to 20 lbs. as necessary.
• Must be able to remain in a stationary position at least 50% of the time.
• Occasionally move throughout office environment.
• Continually observe information/data both on paper and electronically at a close range/distance.
• Continually operate computer and other electronic office equipment.

The Company does not discriminate, in accordance with applicable local, state and federal law, against any qualified employee or applicant for reasons of race, color, creed, religion, age, marital status, veteran’s status, nation origin, ancestry, citizenship, physical or mental disability, sex, sexual orientation, arrest record, conviction record, membership in the national guard, state defense force or any other reserve component of the military forces of the United States or this State, use or nonuse of lawful products off the Company’s premises during nonworking hours or other protected status as legally required, where the Company does business.

Experience

Preferred

• 3 year(s): Administrative experience in an office setting.

Education

Required

• High School or Equivalent or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)