Job Summary: Oversees corporate office reception, coordinates property management, supports accounts payable processing, and assists with human resources and administrative functions. The ideal candidate is a highly organized, discreet, and a proactive professional who thrives in a fast-paced healthcare environment and takes pride in creating an office culture that reflects the agency's commitment to a care beyond compare.
Reports to: CEO, CCO, CFO, Controller, HR Director
Essential Functions:
Reception Oversight
· Supervise and support reception staff, ensuring all patients, medical personnel, and community partners are professionally and promptly assisted
· Oversee incoming and outgoing communications phone calls, email, mail and deliveries
· Maintain office supply inventory and manage vendor relationships for office equipment and supplies
· Serve as the first point of escalation for administrative issues arising at an office
· Oversee reception personnel
· Ensure office environment is organized, professional, and compliant with agency standards Property Management · Coordinate Property Technician for routine maintenance, repairs, and inspections for agency office locations and company assets including leased equipment · Serve as the primary liaison with landlords, property managers, and contracted maintenance vendors
· Maintain records of leases, service agreements, and facility-related contracts
· Coordinate any office relocations, buildouts, or space modifications as needed
· Oversee property management personnel and vendor management Accounts Payable
· Assist with the processing and tracking of vendor invoices, ensuring timely and accurate payment
· Code and route invoices to appropriate cost centers in accordance with agency financial policies Maintain organized accounts payable files and support month-end reconciliation processes
· Communicate with vendors regarding billing questions, discrepancies, and payment status
· Support the finance team with special projects and reporting as needed Human Resources
· Serve as a point of contact for general HR inquiries, escalating sensitive matters to the HR Director.
· Assist our onboarding team with logistics for new employees, including workspace setup, badge and systems access, and orientation scheduling
· Maintain organized and confidential clinical contractor vendor files in compliance with state and federal requirements
· Assist with payroll tasks including data collection
· Managing internal employee training including scheduling, support with material preparation, educational speakers, and speaker setup.
· Oversee employee appreciation programs
· Assist our in-house recruiters with online job posting support, interview coordination, pre-employment screenings, and onboarding preparations.
Qualifications:
· High school diploma or equivalent required; Associate's or Bachelor's degree preferred
· Minimum 3 years of office management or administrative leadership experience, preferably in a healthcare or social service setting Skills:
· Demonstrated experience supporting accounts payable, HR functions, or both
· Proficient in Microsoft Office Suite; experience with web-based applications
· Experience with navigating online portals, electronic health records (EHR/EMR) systems; comfortable operating in a digitally driven administrative environment
· Strong written and verbal communication skills
· Strong people skills for patient communications and corporate team support
· Proven ability to handle confidential information with discretion and professionalism
· Ability to manage multiple priorities simultaneously in a deadline-driven environment
