Administration Assistant

Novo Health Services, LLC; Louisville (KY); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Competitive pay

Paid holidays

401(k) match

Health Savings Account

Medical, Dental, Vision

Job summary

NOVO Health Services in Louisville seeks an organized Administration Assistant to support daily administrative and office functions at our facility. You will serve as the on-site presence, handling billing, invoicing, contracting, and customer communications while maintaining office policies and process improvements.

The role requires strong communication, multitasking, and a customer-focused mindset. Travel up to 10% is possible, with opportunities for growth within a values-driven organization.

Qualifications

• High School Diploma or equivalent required; strong work ethic and customer service mindset.
• Excellent written and verbal communication, with empathy and active listening.
• Proven problem-solving ability and budget-conscious prioritization in a fast-paced office.
• Proficiency in Microsoft Office and reporting/process management tools.
• Willingness to travel occasionally (up to 10%).
• Experience with ABS or similar billing systems is a plus.

Responsibilities

• Organize and manage office operations and procedures, including correspondence, filing systems, and supply requisitions.
• Maintain office efficiency through effective systems and equipment procurement.
• Submit and track work orders for damaged or leased office equipment.
• Manage linen processing and billing using ABS system; support invoicing and contracting.
• Coordinate events and community liaison activities for the Louisville facility.
• Review reports, summarize insights, and help leadership identify trends.

Skills

Work ethic

Customer service

Communication

Problem-solving

Budget management

Administrative skills

Microsoft Office

Reporting

Travel up to 10%

Education

High School Diploma or equivalent

Associate degree

Tools

ABS system

RFID tracking

Billing software

Job description

Get to know us: NOVO Health Services offers linen management solutions to the healthcare industry. NOVO Health keenly focuses on safety and infection control and provides its partner hospitals with a value-driven linen management control system that measures and monitors linen utilization by department to eliminate excess internal costs. NOVO's wide range of service programs offer a variety of options to provide a seamless, single source distribution system. NOVO's regional healthcare linen facilities are HLAC accredited and operate with state-of-the-art processing equipment and processes.

Lead and Grow with Us!

NOVO Health Services is a leading provider of healthcare linen solutions, delivering a fresh and innovative approach to the industry. Our focus on patient experience, infection prevention, and operational excellence enables us to improve linen quality while reducing overall program costs for our healthcare partners.

With HLAC-accredited facilities and a commitment to continuous improvement, NOVO is redefining how healthcare linen programs are managed across the country.

We are seeking an organized and dependable Administration Assistant to support daily administrative and office functions at our Louisville facility, serving as the consistent onsite presence and primary point of contact for office-related matters.

Acting as Administration Coordinator, Event Planner, Community Liaison, and overall office operations lead, this role is responsible for billing, invoicing, contracting, office maintenance, event coordination, and customer communication, ensuring the smooth and efficient functioning of the office.

The ideal candidate thrives in a fast-paced environment, can balance multiple priorities, and embodies NOVO Health Services' cultural values.

Key Responsibilities

Office Operations & Administration

• Organize and manage office operations and procedures, including correspondence, filing systems, and supply requisitions
• Maintain office efficiency through effective systems, workspace layouts, and equipment procurement
• Establish, implement, and monitor office policies and procedures to ensure consistency and effectiveness
• Submit and track work orders for damaged or leased office equipment
• Serve as the consistent onsite presence and primary point of contact for office-related matters
• Any additional Ad-hoc responsibilities delegated by HR/HR Safety Manager or other senior leadership.

Billing, Purchasing & Tracking Systems

• Manage linen processing and billing using the ABS system
• Support invoicing and contracting activities, ensuring accurate and timely documentation
• Administer and maintain the Purchase Order process
• Oversee the RFID and scrubs tracking process

Customer & Community Relations

• Assist customers in resolving issues related to shortages or mis-deliveries
• Support clear, professional customer communication on behalf of the Louisville facility
• Coordinate company events and serve as a community liaison for the facility

Reporting & Team Support

• Keep leadership informed by reviewing and analyzing reports, summarizing key insights, and identifying trends
• Mentor staff and encourage creativity and innovation in daily operations
• Perform other duties as assigned based on business and operational needs

Qualifications

Required

• High School Diploma or equivalent work experience required
• Demonstrated strong work ethic, initiative, and customer service mindset
• Excellent written and verbal communication skills, with strong listening skills and empathy
• Effective problem-solving skills in both individual and group settings
• Proven ability to use a participative approach, prioritize tasks, and manage within budget
• Strong administrative, organizational, and follow-through abilities
• Proficiency in Microsoft Office
• Skills in reporting and process management
• Willingness to travel occasionally (up to 10%)

Preferred

• Associate degree or additional coursework in business or office administration
• Previous experience in an office administration, coordinator, or billing/invoicing role, ideally in an industrial, manufacturing, or healthcare services environment
• Experience with ABS or similar billing/linen management systems, and with RFID or asset-tracking processes
• Experience planning events or supporting community outreach

Key Competencies

• Humble, hungry, and emotionally intelligent (socially smart)
• Articulate and organized, with strong administrative follow-through
• Ability to perform in a fast-paced environment with shifting priorities
• Customer-focused approach, with strong listening skills and empathy
• Collaborative, participative approach to problem-solving
• Analytical mindset in reviewing reports and identifying trends
• Sound judgment and discretion when handling billing, contract, and customer information

Physical & Work Environment Requirements

• Primarily an onsite, office-based role at the Louisville facility with regular use of computer, phone, and email
• Ability to sit, use a computer, and perform data entry for extended periods
• Occasional travel (up to 10%)
• Occasional interaction with plant and production environments may be required
• Ability to perform the physical requirements of the position with or without reasonable accommodation.

Novo is an Equal Opportunity Employer and Drug Free Workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law

What We Can Offer You As a Full-time Associate

• Competitive pay
• Paid Holidays
• Paid Time Off Program (PTO)
• 401(k) w/Employer Match
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Medical, Dental, and Vision Programs
• Basic Life/AD&D Insurance
• Long-Term Disability (LTD)

Why work for Novo Health Services?

NOVO Health Services strives to be the employer of choice in the hospital sterile and hygienically clean linen industry. To do that, we provide a safe, positive work environment where our associates experience tremendous growth and related opportunities for advancement.

All applicants will be considered for employment without attention to race, color, sex, sexual orientation, gender identity, national origin veteran, or disability status. We are proud to be an equal opportunity workplace and an affirmative action employer. Drug-Free Workplace.