Administrative Coordinator

Requirements

• Greet employees, clients, visitors, guests and contractors and ensure that they sign in/out and are wearing their assigned badges, clearly visible, in accordance with ESBA’s security policy.
• Provide excellent customer service and be a resource for general questions, such as location of office supplies, requests for conference room, or other office related inquiries.
• Maintain inventory of office supplies, submit order request, receive delivery and restock supply area.
• Responsible for ensuring common work areas, such as break room/kitchen, copier, copy-room, conference rooms and general work areas, are clean, sufficiently supplied and operational throughout the workday and upon departure.
• Assist with Outlook calendar and meeting room reservation systems.
• Ensure that Protected Health Information (PHI) that may be unclaimed in the copy areas is removed and placed in the shredding bin at the end of each workday.
• Interface and provide back-up assistance/support to Facilities Administrative team special projects as assigned by the Manager
• Responsible for opening the office each morning, disarming alarm, retrieving voice mail messages and preparing the shared work spaces for daily business
• Assist with processing, receiving and delivering catering orders
• Manage kitchens to ensure all items are stocked and orderly throughout the day, weekly purge of refrigerators to maintain general health guidelines.
• Conduct monthly walk-through/safety inspection of suite(s) for manager’s review.
• Report suite issues such as restroom maintenance and supply replenishing, lighting/bulb replacement, building grounds issues to Manager who will then submit a request to building maintenance department.
• Monitor paper and toner supply for printers and copiers and replace as necessary.
• Monitor shredding bins capacity and coordinate recycle pick-up schedule.
• Interfaces with IT department as necessary for hardware and security issues.
• Attend staff meetings, in-services, trainings, and other meetings as requested by management.
• Attaining and achieving position competencies in relation to role responsibilities.
• Additional responsibilities and special projects as assigned by Manager:
• May require supporting or providing coverage to office staff at other ESBA locations as needed.
• May require a high level of multi-tasking in a fast paced setting.
• Responsible for daily monitoring and maintaining the cleanliness and overall physical integrity of the office, clinical treatment, and common areas.
• Receives, prioritizes, organizes, and prepares departmental documentation for scanning into electronic files for retrieval and archiving.
• Reconciling invoices
• Support construction related tasks and direction during internal office moves and build-outs.
• May assist various departments, with clerical projects as assigned and approved by Manager.