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Business Operations Specialist

3 months ago

Renton, United States Vaco Full time

Business Operations Specialist

Location: This position is required to be onsite at our offices full-time, Renton.
Hours: This position is full time, 40 hours, Monday through Friday - 8:30 a.m.-5 p.m.
Compensation: $28-$30/hour
Reporting: This position will report to the Business Operations Manager, with a dotted line of support to the CEO

As a, you will provide in-person responses to callers, visitors, guests, and clients by managing the front desk operations.

In addition, you will provide clerical, organizational, and facility support to the Business Operations Manager and staff. This position also provides high-level administrative support to the Chief Executive Officer including scheduling, travel, meetings, agendas, and calendar support. You will collaborate with all Business Operations Manager to coordinate administrative activities. As a successful candidate for this position, you will demonstrate a high level of organizational and interpersonal skills, be highly proactive, extremely organized, and diplomatic yet assertive in dealing with others.

Essential Functions:
 Business Operations Support:

  • Provides facility and operational support to the office & staff.
  • Maintains inventory of supplies and furniture and coordinating with outside vendors.
  • Documents operational procedures and assisting with their upkeep.
  • Provides advanced troubleshooting support to clients and employees, as needed.
  • Performs ongoing analysis of operations tools and methods, and documenting improvements.
  • Analyzes how client and business information is recorded and how the process can be improved.
  • Analyzes customer needs and determines how operations can be altered to improve service to customers and better meet their needs.
  • Evaluates all company operations to make sure they are compliant with safety standards and other rules and regulations of the industry.
  • Recommends process improvements for everyday operating procedures.
  • Provides logistics support for training sessions and business conferences.
  • Processes purchase orders.
  • Conducts operational research.
  • Solves complex problems relating to the operation of the business.
  • Prepare quarterly business operations reports.
  • Compose and/or proof correspondence, presentation, reports, and other agency materials as needed to ensure all documents are accurate and correct before printing.
  • Respond to requests for the creation of new agency brochures and printed materials in consultation with Operations and others as needed.

CEO Support:

  • Scheduling and calendar management.
  • Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external parties.
  • Identify and reserve meeting space and arrange off-site meeting locations.
  • Regularly review scheduled meetings, re-evaluate priorities, and modify previous scheduled appointments.

Front office/client support:

  • Oversee daily operations of lobby/reception area including: Greeting clients, visitors, guests, and staff in a professional, friendly, hospitable manner immediately upon arrival. Ensure phone calls are directed to the appropriate staff person. Provides callers with answers to basic agency information.
  • Support the Client Services/Therapy departments with faxing, scanning, and filing of client records including timely submission of client ROI's and confidential records.
  • Responsible for daily pick-up and drop-off of USPS. Ensure proper flow of correspondence and accurate distribution of daily mail. Coordinates pick-up and delivery of express mail services.
  • Other duties as assigned.

Competencies:

  • Excellent written and oral communication skills.
  • Ability to use standard and reception phones.
  • Demonstrated competency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Sharepoint and Access, as well demonstrated ability to learn programs and database systems.
  • Aptitude for identifying potential for process improvements.
  • Ability to prioritize with urgency, where appropriate.
  • Ability to effectively organize one's own workload.
  • Ability to collaborate effectively with internal staff.
  • Demonstrated ability to handle confidential material in a professional and discreet manner.
  • Excellent interpersonal skills and ability to work effectively with individuals from a variety of different backgrounds.
  • Ability to confidently make decisions within the scope of the position's role in the temporary absence of an immediate supervisor.
  • Understand cultural differences and willingness to learn more.
  • Ability to pass a criminal background check related to crimes against persons.

Minimum qualifications:

  • 4 Year college degree + 1 year directly relevant work experience or,
     2 years college/vocational degree + 2 years relevant work experience or,
     3-4 years direct work experience

Preferred:

  • Bilingual Spanish/English strongly preferred
  • Experience in behavioral health, mental health, or medical setting
  • Familiarity with electronic health records
  • Insurance navigation and medical billing
  • Reconciling vendor payments and relationships

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