Administrative Coordinator

3 weeks ago

San Jose, United States 24 Seven Talent Full time

Location: San Jose, CA - onsite

Duration: 2 month contract

Pay: $20/hr

Core Responsibilities & Essential Job Functions

  • Answer incoming calls, greet clients, visitors, and staff upon their arrival to the office and notify clinical staff of client arrivals for session.
  • Ensure all staff badge in and out using their FoC ID badge upon office arrival and departure.
  • Complete required Covid screenings as directed.
  • Complete administrative tasks including, mail/package retrieval and processing, Facilities Service Desk ticket management, invoice reconciliation support, staff onboarding and equipment deployment, staff offboarding and equipment retrieval, Customer Service client communication support, office key program management, employee office access requests, and employee workstation readiness.
  • Monitor and maintain the cleanliness and overall physical integrity of the office, clinical treatment rooms, meeting rooms and common areas.
  • Collaborate with Property Management and other service vendors for general building maintenance issues or ticket submission as needed, consulting with the Senior Regional Office Manager for direction.
  • Maintain Outlook calendar and meeting room reservation system.
  • Receive, prioritize, organize, and prepare departmental documentation for scanning into electronic files.
  • Take office supply inventory and prepare orders for approval within the prescribed budget.
  • Monitor PPE inventory and refills supplies when needed.
  • Assist with clinical toy/materials ordering, tracking and organization.
  • Provide Health & Safety resources and safety drills to staff as requested by the Senior Regional Office Manager.
  • Conduct monthly and biannual Facilities Health & Safety audits and support safety programs such as AED and First Aid programs.
  • Assist with office event planning, including set up and break down of room spaces for meetings and/or catering deliveries.
  • Process client intake and session documentation when requested by programs.
  • Provide support or coverage to office staff at other FoC locations as needed.
  • Provide assistance with office/employee moves or relocations as needed.
  • Adhere to all federal, state and local laws/legislations as applicable as well as HIPAA laws and regulatory agencies.

Qualifications

  • High School Diploma or GED required.
  • Two years of experience in administrative support/office management preferred.
  • Human Services industry experience a plus.
  • Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
  • A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters.
  • Proficient in Microsoft Office (Outlook, Word, Excel, etc.), especially Excel and related computer software.
  • Consistently demonstrate good judgment and decision-making skills while maintaining the highest level of confidentiality.
  • Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
  • Personable; able to work comfortably with individuals at all levels within the organization.
  • Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.
  • Must be highly detail oriented.
  • Strong interpersonal skills.

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