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Administrative Coordinator

2 months ago

Yonkers, New York, United States St. Johns Riverside Hospital Full time

Job Summary:

St. John's Riverside Hospital is seeking a highly organized and detail-oriented Administrative Coordinator to join our Plant Maintenance and Engineering Department. As a key member of our team, you will provide exceptional clerical support, ensuring the smooth operation of our office and engineering functions.

Key Responsibilities:

  • Provide administrative support to the office and engineering personnel, including receiving and responding to telephone requests, preparing work requisition forms, and submitting them appropriately.
  • Manage small departmental special projects as assigned, ensuring timely completion and follow-through.
  • Prepare and log material requisitions, budgeting reports, and utility usage reports, as well as biweekly payroll sheets and timecards for approval.
  • Perform receptionist duties, handling heavy telephone volume and resolving routine inquiries.
  • Schedule appointments with outside vendors, greet and screen office visitors, and maintain departmental files and records in an updated and orderly fashion.
  • Manage and distribute mail, post data in utility logs, and report discrepancies to leadership.
  • Match packing slips, invoices, and statements to appropriate purchase orders and submit to Accounts Payable, following up on payment discrepancies as necessary.
  • Maintain current logs of maintenance contracts, prepare and monitor schedules for staff in-service training, vacations, and other events.
  • Perform data-entry functions for preventative maintenance and repair order tracking, as well as maintain records of PMs, Maintenance, and Inspections.

Requirements:

  • High School diploma or GED, with a minimum of one year of college or secretarial school.
  • Minimum of three years of secretarial experience, with strong computer, organizational, and communications skills.
  • Strong knowledge of MS Office (Word, Excel, PowerPoint) and database systems.