Administrative Coordinator/Receptionist

Novo Health Services, LLC; Madison (WI); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive pay

Paid holidays

PTO

401(k) match

FSA

HSA

Health/Dental/Vision

Life/AD&D

Long-Term Disability

Job summary

NOVO Health Services, LLC is seeking an Administrative Assistant/Office Administrator to support day-to-day operations in Madison, WI. This full-time role covers executive coordination, billing, contracts, events, and office management to keep the team running smoothly.

You will implement office procedures, process linen tickets, manage vendor orders, and assist with customer inquiries in a fast-paced environment, reflecting NOVO's values to honor, serve, create value and grow.

Qualifications

• Must be able to work in a fast-paced environment.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Experience with billing and office operations is a plus.

Responsibilities

• Organize office operations and procedures, answer phones and greet visitors.
• Process linen tickets/orders and billing in ABS, with corrections when needed.
• Oversee Purchase Order process using SAGE and DocLink.
• Enter work orders for equipment and maintain distribution logs.
• Assist customers with concerns and respond to emails promptly.
• Manage office supplies and organize after receipt of items.
• Coordinate events and update lobby displays for engagement.
• Maintain attendance records and onboarding for new hires.

Skills

Office Administration

Communication

Organizational Skills

Multi-tasking

Customer Service

Microsoft Office

Tools

ABS system

SAGE

DocLink

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.

Job Summary:

The Administrative Assistant supports the Novo Health Services team in their day-to-day administrative and office needs as an Executive Coordinator, Event Manager, Community Liaison, and ‘go-to’ person to make things happen. The Office Manager is the onsite presence in the Novo Health services office on a day-to-day basis. In addition, the Office Administrator manages the billing, invoicing, contracting, office space and event organizing for the company. The Office Administrator must be able to work in a fast-paced environment, with many different priorities and model the Novo Health Services cultural objectives to Honor, To Serve, To Create Value and To Grow.

ESSENTIAL FUNCTIONS:

• Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions, managing the front entrance by greeting visitors, and answering phones.


• Maintain and Process linen tickets/orders and billing using ABS system, as well as corrections to tickets as needed


• Oversee and manage the Purchase Order process using SAGE & DocLink


• Input work orders for damaged or leased office equipment in the appropriate system.


• Assist customers & CRM’s with concerns about shortages/mis-deliveries, submitting & responding to customer emails timely and as needed


• Manages the ordering & organization of office supplies, ensuring supplies are organized timely after receiving.


• Assist with facility events, as well as also updating lobby tv and monitors for employee engagement.


• Check call-out line daily for team member absences


• Sort & deliver mail ensuring that the outside mailbox is checked daily


• Enter/maintain distribution manager’s driver mileage logs


• Enter/maintain production efficiencies for operations


• Enter/maintain weekly Ops reports & shortage reports as needed


• Assist applicants with applications using the onsite kiosk


• Conduct new team member orientations and onboarding


• Maintain attendance database for plant’s attendance/point system


• Ordering of monthly birthday cupcakes for birthday celebrations and lunches for special occasions, staff meetings, visitor meetings


• Managing vending machine issues; refunds of money


• Serve as a member of the plant’s safety committee


• Manage the Safe & Clean, Suggestion Box, and Caught Doing Something Right Programs


• Understand, observe, and adhere to all safety procedures and policies


• Assist as needed at the scale in the plant


• Conduct training as needed on SAGE, DocLink, ABS, A1 , Amazon & Staples as needed for coverage when out of the office on scheduled absences such as PTO.


• Confidentality is a must.


• Assist and perform other duties as assigned

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.