Office Support Specialist

4 weeks ago

Tampa FL USA, United States HealthXL, LLC Full time
Job Title: Office Assistant

HealthXL, LLC is seeking a highly organized and detail-oriented Office Assistant to join our team. As the primary point of contact for physical security and maintenance, this role is responsible for ensuring the smooth operation of our office.

Key Responsibilities:
  • Manage entry door alarm codes and ensure timely maintenance of office equipment.
  • Coordinate with vendors for office supplies, services, and subscriptions.
  • Process mail and bills, and ensure timely payment.
  • Perform monthly filter changes and ensure fire alarm inspections are completed annually.
  • Manage office inventory and supplies, and ensure adequate stock levels.
  • Issue and account for office keys, and ensure timely return of keys and equipment from terminated employees.
  • Coordinate new hire onboarding and ensure office areas are set up and ready for start date.
  • Manage weekly office trash removal and ensure a clean and organized workspace.
Operational Support:
  • Track and maintain inventory of computer equipment for all employees.
  • Create shipping labels and arrange for timely delivery.
  • Schedule candidate interviews and send assessments.
  • Facilitate onboarding tasks for new hires and ensure information is up-to-date.
  • Track birthdays and prepare birthday cards for signature and mailing.
  • Keep employee contact lists and personal info lists up-to-date.
  • Maintain lists of clinical credentials and track active/valid status.
  • Coordinate ordering and mailing of holiday gifts to all employees.
  • Order business cards for new hires and reorders.
  • Send travel profiles to new hires and candidates, and ensure travel is arranged by JD travel department.
  • Send rewards and recognitions to recipients as requested by management.
Qualifications:
  • Demonstrate iCARE values: Integrity, Growth, Excellence.
  • Prior customer service experience handling high-volume incoming calls.
  • Excellent communication skills and phone etiquette.
  • Demonstrate empathy when speaking with patients.
  • Prior experience in an office role, preferably with diverse responsibilities.
  • Ability to handle multiple competing priorities, manage inventories, and track due dates.
  • Proficient use of Microsoft Office Suite (Excel/Word/Outlook).
Benefits:
  • Competitive pay with regular increases.
  • Medical/Dental/Eye Insurance - Great coverage, low premiums.
  • Earn 80 hours PTO annually.
  • 11 paid holidays.
  • 401(k).
  • Life Insurance.

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