Administrative Support Specialist

4 days ago

Brookfield, Wisconsin, United States Caravel Autism Health Full time

The Front Office Coordinator will contribute to the smooth operation of our office by providing administrative support. This role involves managing office supplies, coordinating meetings, collaborating with staff, and handling communications.

Essential Functions:

  • Conduct Waitlist Outreach: Confirm client commitment to services quarterly or as instructed.
  • Coordinate and Communicate with Support Teams: Collaborate with tablet and IT support teams using designated systems.
  • Request Vendor Services: Procure services from designated vendors as needed.
  • Manage Business Phones and Visitors: Answer business calls and greet visitors warmly.
  • Administer Facilities: Oversee new hire and new client paperwork, and the offboarding process for teammates.
  • Handle Mail and Supplies: Receive, distribute, and stock mail accordingly.
  • Maintain Cleanliness: Ensure the cleanliness and orderliness of the facility.
  • Create Program Materials to support clinical programming needs.

Non-Essential Functions/Other Duties:

  • Other duties as assigned.

Qualifications:

Education:

  • High school diploma or equivalent required.

Experience:

Preferred Experience:

  • Experience as a Receptionist, Front Office Representative, or similar role preferred.

Skills and Competencies:

  • Excellent communication skills with ability to communicate effectively with internal and external contacts.
  • Self-motivated, with excellent organization, prioritization, and time management skills.
  • Exceptional attention to detail.
  • Works cohesively within a team environment.
  • Professional presence and poise under pressure.
  • Critical thinking skills, with strong analytical abilities.
  • Strong work ethic and discipline to complete tasks thoroughly and on time.
  • Expert in Microsoft Office products and applications, including Excel, Word, PowerPoint; SmartSheet / MS Project; Zoom and other communication platforms.
  • Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.
  • Demonstrated ability to interface well with all departments within the company in a highly professional manner.

Language: en

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