Administrative Coordinator/Receptionist

NOVO Health Services; Tennessee; On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Competitive pay

Paid holidays

Paid time off (PTO)

401(k) Employer Match

Health Savings Account (HSA)

Medical, Dental, Vision

Life/AD&D Insurance

Long-Term Disability

Job summary

NOVO Health Services seeks an Administrative Assistant / Office Administrator to support daily operations, billing, and office logistics. The role serves as the go-to person for scheduling, events, onboarding, and facility coordination in a fast-paced environment.

The ideal candidate will manage office systems, assist customers, process orders, and uphold NOVO's culture of safety and service. This is a full-time on-site position with opportunities for growth.

Qualifications

• Experience organizing office operations and billing in a fast-paced environment.
• Proficiency with ABS, SAGE and DocLink for tickets, orders and payments.
• Strong communication and customer service skills.
• Ability to coordinate events and office logistics.
• Familiar with onboarding, safety programs and attendance tracking.

Responsibilities

• Maintains office operations, reception, filing, supplies and mail.
• Process linen tickets/orders and billing using ABS; fix tickets as needed.
• Oversee Purchase Orders using SAGE & DocLink; input work orders.
• Assist customers and CRM systems with shortages or mis-deliveries.
• Support onboarding, training, and attendance tracking; run events.

Skills

Office administration

Billing & invoicing

Customer service

Event coordination

Data entry

Tools

SAGE

DocLink

ABS system

CRM tooling

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.