Description:
Overview: We are seeking an organized, proactive Office Operations Assistant to support daily office operations and ensure a smooth, efficient working environment. This role provides administrative support, coordinates office-wide processes, and serves as a key point of contact for employees, vendors, and visitors.
Key Responsibilities
Office & Facilities Support
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Assist with planning and coordinating office-wide processes, including facilities maintenance, space planning, office moves, and equipment installations.
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Monitor inventory and place orders for office supplies, equipment, and provisions.
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Process incoming/outgoing mail, invoices, employee expense reports, reimbursements, and petty cash.
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Serve as office receptionist and provide phone coverage as needed.
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Serve as the primary point of contact for the corporate office, greeting visitors, residents, doctors, and vendors in a professional manner.
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Manage office supply inventory, place orders, and ensure all training and meeting spaces are stocked and ready for use.
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Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments.
Administrative & HR Support
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Support HR activities such as employee onboarding, interview coordination, training logistics, and special projects.
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Maintain company databases or systems, including data entry, reporting, user support, and system updates.
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Support executive leadership with administrative tasks as needed, including calendar coordination, travel arrangements, and document preparation.
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Support office IT needs in coordination with the IT team, including basic A/V setup, conference room technology, and visitor connectivity.
Resident Training Coordination
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Coordinate all resident training activities, including monthly training days, journal clubs, rounds, book club, and annual orientation.
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Ensure all sessions are professionally executed, scheduled, and properly documented.
Problem Solving & Collaboration
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Address routine day-to-day issues or coordinate with internal and external stakeholders to resolve them.
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Provide backup and cross-functional support across office operations.
Benefits:
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No weekends
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Paid vacation
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Paid holidays
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Medical, dental, vision, dependent care FSA, and short-term disability benefit options
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Various voluntary benefit offerings, including hospital indemnity, accident, critical illness, etc.
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401K with employer match
Requirements:
- High school diploma or equivalent required.
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Typically requires 5–7 years of relevant experience with demonstrated proficiency across a broad range of administrative responsibilities.
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Ability to work independently with general guidance from a supervisor.
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Comfortable using everyday technology, including email, calendars, video-meeting platforms (GoTo, Zoom, Teams), and Microsoft 365 tools (Outlook, Word, Excel).
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Willingness to learn new systems and platforms as needed.
