Administrative Office Manager

1 week ago

Houston, Texas, United States Empower Pharmacy Full time
Company Overview

Empower is a visionary healthcare company committed to providing quality, affordable medication to millions of patients across the nation. We hold the distinguished position of being the largest 503A compounding pharmacy and FDA-registered 503B outsourcing facility in the country serving the functional medicine markets.

What sets us apart is our relentless focus on three core values: People, Quality and Service. Our dedicated team of professionals collaboratively works to break new ground in the fields of manufacturing, distribution and quality control, providing a uniquely integrated approach to healthcare. Leveraging our vertical integration of the pharmaceutical supply chain, state-of-the-art technology, and a commitment to excellence, we are constantly pushing the boundaries of what is possible in medication accessibility and affordability.

You're not just starting a job; you're joining a mission. We believe in empowering our team to innovate, grow, and drive real change in the healthcare industry. If you're a forward-thinker who thrives in a fast-paced, transformative environment, Empower is the place for you. Here, you'll be encouraged to share your ideas, expand your skill set, and contribute to projects that genuinely make a difference. We prioritize the well-being of our team members, and we offer a supportive and engaging workplace where your contributions are not just recognized but celebrated.

Let's revolutionize healthcare, together. Join us and be a part of something extraordinary.

Position Summary

At Empower, the Administrative Office Manager is a linchpin in our daily operations, ensuring our team thrives in an organized, efficient, and supportive environment. This role is pivotal in maintaining the seamless flow of our administrative functions, from managing correspondence to scheduling crucial appointments, and handling inquiries across various departments.

In this dynamic role, you will be at the heart of our operations, coordinating and managing schedules for meetings, travel arrangements, appointments, and events. As the primary point of contact for internal and external communications, you will play a crucial role in fostering clear and effective interactions, whether through phone calls, emails, or in-person inquiries.

Additionally, by assisting with departmental onboarding and HR-related processes, you will contribute to a smooth and welcoming experience for new employees. Your ability to perform diverse duties with excellence ensures that every aspect of our administrative operations runs smoothly, supporting our team's success and productivity.

If you are organized, detail-oriented, and proactive we invite you to apply for the Administrative Office Manager position at Empower. Join us at Empower, where your efforts will be instrumental in ensuring our office runs efficiently and you will be supporting our mission to expand access to quality, affordable medication, making a meaningful impact on the well-being of countless individuals. Embrace the opportunity to grow with us and be a part of a team dedicated to excellence in healthcare.

Duties and Responsibilities
  • Provides and maintains comprehensive, efficient administrative support including managing correspondence, scheduling appointments, and handling inquiries to various departments.
  • Oversees office facilities, including maintenance, office supplies inventory, and consults with vendors to ensure a conducive work environment.
  • Coordinates and manages schedules for meetings, appointments, conference rooms and events, ensuring optimal use of time and resources.
  • Maintains and organizes physical and digital filing systems, ensuring easy retrieval and confidentiality of sensitive information.
  • Serves as a primary point of contact for internal and external communications, including phone calls, emails, and in-person inquiries.
  • Coordinates travel arrangements for staff, including booking flights, accommodations, and transportation as required.
  • Assists in basic financial tasks such as processing expenses, invoicing, and maintaining petty cash records.
  • Tracks daily hourly employee attendance via electronic tracker and submits records to appropriate leader.
  • Supports the planning and execution of office events, meetings, and conferences, including logistical arrangements and catering.
  • Assists with departmental onboarding of new employees and facilitating Human Resources (HR)-related processes under the guidance of HR department.
  • Performs other duties as assigned.
While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to remain in a stationary position for a significant amount of the workday and frequently use their hands and fingers to handle or feel in order to access, input, and retrieve information from the computer and other office productivity devices. The employee is regularly required to move about the office and around the corporate campus. The employee is regularly required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Light to moderate lifting is required. Moderate noise (i.e., business office with computers, phone, and printers, light traffic). Must be able to lift up to 10 pounds and carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.

Knowledge and Skills
  • Exceptional organizational and multitasking abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
  • Ability to work independently and handle multiple priorities in a fast-paced environment.
  • Attention to detail and problem-solving skills.
Key Competencies:
  • Customer Focus: Ability to build strong customer relationships and deliver customer centric solutions.
  • Optimizes Work Processes: Know the most effective and efficient processes to get things done, with a focus on continuous improvement.
  • Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
  • Resourcefulness: Secures and deploys resources effectively and efficiently.
  • Manages Complexity: Makes sense of complex, high quality, and sometimes contradictory information to effectively solve problems.
  • Ensures Accountability: Holds self and other accountable to meet commitment.
  • Situational Adaptability: Adapts approach and demeanor in real time to match shifting demands of different situations.
  • Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Experience and Qualifications
  • Bachelor's or Associates degree in business administration, human resources, communication, or any related field.
  • 5 years of experience in office administration or office manager role in a mid-size to large organizations (30+ people).
  • Experience with budget management and financial reporting is a plus.
Employee Benefits, Health, and Wellness
  • No-Cost Medication: Get your prescribed compounded medications at no cost, ensuring your health without the financial burden.
  • Onsite Health & Wellness - IV Therapy Drips: Rejuvenate with complimentary onsite IV Therapy drips, enhancing your well-being and energy levels.
  • Comprehensive Medical, Dental, and Vision Options: Choose from three medical plans tailored to your needs, plus options for dental and vision coverage for you and your family.
  • Telehealth visits: Access board-certified Doctors anytime, anywhere for you and your family.
  • Paid & Volunteer Time Off: Enjoy paid time off for personal pursuits and contribute to causes you care about with volunteer time off.
  • Paid Holidays (8 scheduled; 2 floating): Celebrate with eight scheduled holidays and two floating holidays, giving you flexibility and time for personal traditions.
  • Life & AD&D Coverage: Secure your and your family's financial future with life and accidental death and dismemberment (AD&D) insurance.
  • FSA (Flexible Spending Account): Manage healthcare expenses smartly with pre-tax dollars in a Flexible Spending Account (FSA).
  • 401K Dollar-for-Dollar Up to 4%: Invest in your future with our 401K plan, featuring a dollar-for-dollar match up to 4%.
  • Company Paid Long-Term Disability: Provided at no cost, which replaces 60% of your income if you become disabled for a long period of time.
  • Flexible Schedules: Balance work and life seamlessly with our flexible scheduling options.
  • Rewards & Recognition Program: Your hard work doesn't go unnoticed - enjoy rewards and recognition beyond your paycheck.
Additional Voluntary Benefits
  • Accident Insurance: Pays a lump sum benefit to help cover expenses following an accidental injury.
  • Hospital Indemnity Insurance: Enhance your peace of mind with supplemental hospital insurance for unexpected stays.
  • Critical Illness: Protect your finances from the expenses of a serious health issue.
  • Short-Term Disability: Protect your income during illness or injury with short-term disability coverage.
  • Supplemental Life & AD&D: Add an extra layer of financial protection for you and your loved ones with supplemental life and AD&D coverage.
  • Legal Services: Access professional legal assistance to address concerns confidently.
  • Identity Theft Protection: Safeguard your identity and finances with our identity theft protection benefit.
  • Pet Insurance: Care for your furry family members with our pet insurance coverage.
  • Employee Assistance Program: Confidential counseling and support services for a holistic approach to your well-being.

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