Administrative Coordinator

1 month ago

Yonkers, New York, United States St. Johns Riverside Hospital Full time
Job Title: Administrative Assistant

St. John's Riverside Hospital is a leading healthcare provider in the Westchester community, renowned for its commitment to delivering high-quality, compassionate care. As an Administrative Assistant, you will play a vital role in supporting the Plant Maintenance and Engineering Department in achieving its goals.

Responsibilities:
  • Provide clerical support to the office and engineering personnel, ensuring seamless communication and efficient workflow.
  • Receive and respond to telephone requests for maintenance and repair work, preparing work requisition forms and submitting them accordingly.
  • Prepare and log material requisitions prior to forwarding to Purchasing, ensuring timely procurement of necessary supplies.
  • Manage small departmental special projects, providing assertive follow-up and ensuring completion.
  • Assist in preparing budgeting reports and utility usage reports, providing valuable insights for departmental decision-making.
  • Prepare biweekly payroll sheets, timecards, and associated reports, ensuring accuracy and compliance.
  • Perform Receptionist duties, handling heavy telephone volume and resolving routine inquiries.
  • Schedule appointments with outside vendors and greet and screen office visitors, maintaining a professional and welcoming atmosphere.
  • Establish and maintain all departmental files and records, ensuring up-to-date and organized documentation.
  • Manage/distribute mail, post data in utility logs, and report discrepancies to leadership, ensuring prompt attention to issues.
  • Match packing slips, invoices, statements, and purchase orders, submitting them to Accounts Payable and following up on payment discrepancies as necessary.
  • Maintain current logs of maintenance contracts, ensuring compliance and timely renewal.
  • Prepare and monitor schedules for staff in-service training, vacations, and other events, ensuring smooth departmental operations.
  • Perform data-entry functions for preventative maintenance and repair order tracking, maintaining accurate records.
  • Maintain records of PMs, Maintenance, and Inspections, ensuring compliance and adherence to departmental protocols.
Qualifications:

To be successful in this role, you will require a High School diploma or GED, as well as one year of college/secretarial school. A minimum of three years of secretarial experience is also necessary. Strong computer, organizational, and communications skills are essential, as well as proficiency in MS Office (Word, Excel, PowerPoint) and database systems.

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