Office Assistant

OccuMedX Group, Inc.; Charlotte (NC); On-site; USD 36,000 - 54,000; Full time

Job summary

OccuMedX Group, Inc. seeks an organized Administrative Assistant to support day-to-day operations at the Charlotte home office, including HR, operations, clinical services, leadership, and field personnel.

This role requires strong communication, meticulous organization, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include front office support, travel coordination, document management, meeting logistics, onboarding, and confidential recordkeeping

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree or relevant administrative experience preferred.
• Strong written and verbal communication skills with professional email and telephone etiquette.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong organizational skills, attention to detail, and demonstrated follow-through.
• Ability to manage multiple priorities, meet deadlines, and adjust to changing business needs.
• Strong travel coordination, expense tracking, recordkeeping, and reconciliation skills preferred.

Responsibilities

• Office administration & front office support for the Charlotte office and leadership.
• Answer, screen, and direct calls, emails, visitors, and deliveries professionally.
• Prepare, format, scan, copy, file, and distribute documents and reports.
• Coordinate meetings, calendars, rooms, and office events.
• Support HR onboarding logistics and confidential records management.
• Maintain organized records in approved company systems and shared drives.
• Travel coordination, expense tracking, and travel expense documentation.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Brief Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day The Administrative Assistant provides day-to-day administrative and office support for OccuMedX Group, Inc. and its affiliated operations. This position helps keep the Charlotte home office organized and responsive while supporting Human Resources, Operations, Clinical Services, leadership, and field personnel. The role requires strong organization, follow-through, professionalism, and the ability to manage multiple priorities in a fast-paced, multi-state occupational health environment. The Administrative Assistant also supports office inventory, employee onboarding logistics, document management, shipping and receiving, meeting coordination, and special projects while maintaining appropriate confidentiality.

Description

Brief Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day The Administrative Assistant provides day-to-day administrative and office support for OccuMedX Group, Inc. and its affiliated operations. This position helps keep the Charlotte home office organized and responsive while supporting Human Resources, Operations, Clinical Services, leadership, and field personnel. The role requires strong organization, follow-through, professionalism, and the ability to manage multiple priorities in a fast-paced, multi-state occupational health environment. The Administrative Assistant also supports office inventory, employee onboarding logistics, document management, shipping and receiving, meeting coordination, and special projects while maintaining appropriate confidentiality.

Key Responsibilities

• Office Administration & Front Office Support
• Provide general administrative and clerical support to the Charlotte office and company leadership.
• Answer, screen, and direct incoming calls, emails, visitors, deliveries, and general inquires professionally and promptly.
• Prepare, format, scan, copy, file, and distribute correspondence, forms, reports, labels, and other business documents.
• Maintain organized shared office spaces, files, administrative systems, and common work areas.
• Coordinate meetings, appointments, conference rooms, calendars, and office events as assigned.
• Receive, sort, distribute, and prepare incoming and outgoing mail and shipments.
• New Hire & Employee Administrative Support
• Support HR with new-hire onboarding logistics, including preparing orientation materials, coordinating first-day needs, and ensuring required items are ready for new employees.
• Direct employee questions to the appropriate HR, Operations, Payroll, or Clinical team member rather than providing guidance outside assigned responsibilities.
• Maintain employee and company information with a high degree of confidentiality and discretion.
• Operational & Clinical Administrative Support
• Provide administrative support to Operations and Clinical Services for multi-site programs, special projects, trainings, and client needs.
• Assist with data entry, trackers, spreadsheets, reports, document collection, and follow-up on outstanding administrative items.
• Help maintain accurate electronic and paper records in approved company systems and shared drives.
• Support preparation of materials for client meetings, leadership meetings, audits, training events, and company initiatives.
• Travel, Events & Special Projects
• Coordinate and book employee business travel, including airfare, lodging, rental vehicles, ground transportation, and other travel arrangements in accordance with Company guidelines.
• Maintain organized records of employee travel arrangements, confirmations, itineraries, and associated expenses.
• Track and maintain travel-related expenses, including airfare, lodging, rental vehicles, mileage, parking, tolls, and other approved business expenses.
• Maintain travel expense trackers, receipts, and supporting documentation to assist with expense reporting, reconciliation, and budgeting.
• Coordinate with employees regarding travel itineraries, changes, cancellations, and required travel documentation.
• Monitor travel arrangements for accuracy and cost-effectiveness and promptly communicate significant changes, cancellations, or unexpected expenses to appropriate leadership.
• Assist employees with travel expense documentation and ensure required receipts and supporting records are collected and submitted timely.
• Assist with company meetings, employee events, trainings sessions, recruiting events, and other special projects as needed.
• Provide temporary administrative support to other departments during periods of increased workload, employee absences, or special initiatives.
• Travel occasionally for short-term assignments, trainings, or special projects.
• Communication, Confidentiality, & Service
• Provide responsive, professional service to employees, candidates, clients, vendors, and visitors.
• Handle confidential employee, medical, client, and business information only as necessary for assigned duties.
• Communicate delays, missing information, supply concerns, or other issues promptly to the appropriate department or leader.
• Maintain professional working relationships across HR, Operations, Clinical Services, Education & Quality, leadership, and field teams.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree, or relevant administrative experience preferred.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong written and verbal communication skills with professional email and telephone etiquette.
• Strong organizational skills, attention to detail, and demonstrated follow-through.
• Ability to manage multiple priorities, meet deadlines, and adjust to changing business needs.
• Strong travel coordination, expense tracking, recordkeeping, and reconciliation skills preferred.