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)