Corporate - Office/Administrative Assistant

The Office/Administrative Assistant, reporting to the Human Resources Manager, oversees the daily operations of the office and delivers a broad range of administrative and HR support to ensure seamless business functions. This role manages office logistics, plans in-office events, coordinates schedules, and manages correspondence, while liaising with building management and maintaining office equipment. Serving as the first point of contact, the Office/Administrative Assistant greets visitors, answers calls, and supports employees and clients to foster a welcoming office environment and promote a positive employee experience. Success in this position requires strong communication, exceptional time management, and the ability to juggle multiple priorities in a fast-paced setting. The Office/Administrative Assistant is essential to sustaining operational efficiency, enhancing overall productivity, and contributing to employee engagement and satisfaction.

Position Requirements

Education:

• High school diploma or equivalent required.
• Associate degree or bachelor’s degree preferred.

Experience:

• At least one year of experience in a similar role.
• Previous experience in a healthcare administrative role preferred.

Knowledge/Skills/Abilities:

• Demonstrates high levels of professionalism, confidentiality, integrity, and discretion.
• Ability to multitask, adapt, and prioritize successfully in a fast-paced environment.
• Strong understanding of clerical procedures and systems.
• Working knowledge of Google and Microsoft Office suites.
• Self-starter with the ability to work independently.
• Excellent verbal and written communication skills.
• Outstanding interpersonal and customer service skills.
• Strong analytical and critical thinking skills.
• Exceptional organizational skills and attention to detail.
• Discretion and integrity in handling sensitive and confidential information.

Job Responsibilities

• Covers the reception desk from 8:00 AM to 5:00 PM on Tuesdays, Wednesdays, and Thursdays, greeting incoming guests and performing clerical duties.
• Answers and directs incoming phone calls.
• Manages incoming mail and faxes and prepares outgoing mail and packages as needed.
• Monitors and maintains office equipment, such as the postage machine, copiers and scanners, shred bins, etc.
• Monitors and maintains office supplies, ordering and restocking supplies as needed.
• Ensures the office is always kept clean and organized.
• Schedules in-office events for the Colorado corporate staff, such as monthly office luncheons, quarterly new hire luncheons, and other weekly in-office events.
• Oversees the scheduling and upkeep of conference rooms, coordinating room setup, maintenance, and catering needs to ensure smooth execution of meetings and events.
• Communicates with building management for issues within the suite as well as other building matters.
• Maintains the Colorado corporate office’s security measures, such as the suite’s badge/fob access system and the SimpliSafe security system, to ensure a safe and orderly work environment.
• Creates and updates office nameplates as needed.
• Orders gifts as requested for occasions such as newborn babies, retirement, bereavement, illness, etc.
• Assists employees with password resets and other changes within UltiPro.
• Completes I-9 documentation verifications with prospective employees.
• Processes employment verification requests that exclude salary information, providing timely and accurate responses in accordance with company policy.
• Creates HR files for new employees and independent contractors.
• Assists with employee onboarding and offboarding processes.
• Manages and updates organizational charts on the employee intranet, MyCarePoint, on a quarterly basis to ensure accurate and accessible company structure information.
• Updates the clinician contact lists monthly.
• Executes ad hoc projects and initiatives on behalf of senior leadership as requested.
• Other duties as assigned.

Physical Requirements

• Ability to sit at a desk and use a computer for extended periods.
• Frequent walking, standing, reaching, twisting, and bending throughout the workday.
• Must be able to lift, carry, or move objects weighing up to 50 pounds.
• Ability to safely use a step ladder.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary

$22-$26 hourly.