Office Coordinator

Western Carolina Medical Society; Asheville (NC); Hybrid; USD 52,000 - 62,000; Part time

Benefits offered by this job

Paid time off

Holidays

Professional development opportunities

Job summary

Western Carolina Medical Society seeks an Office Coordinator/Assistant to support the executive director and serve as the primary administrative liaison to the Society's outsourced accounting and payroll providers.

This role handles document management, invoice processing, record retention, vendor communication, scheduling, and meeting support, ensuring financial information is organized and transmitted accurately and timely.

Qualifications

• High school diploma or AA-degree with accounting or business coursework preferred.
• 1–3 years in office administration and/or finance assistance.
• Strong organization, time-management, and attention to detail; proficient with Microsoft Office and cloud-based document sharing.

Responsibilities

• Answer phones, greet visitors, and direct calls appropriately.
• Process invoices and support payroll documentation with third-party providers.
• Maintain filing systems for vendor contracts, invoices, and financial records.
• Schedule executive director appointments and assist with meeting logistics (food, copies, etc.).
• Support document management, record retention, and compliance with policies.

Skills

Organizational skills

Time management

Attention to detail

Communication

Customer service

Education

High school diploma or AA degree with accounting/business coursework preferred

Tools

Microsoft Excel

Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)

Job description

Western Carolina Medical Society seeks an Office Coordinator/Assistant to support the executive director and serve as the primary administrative liaison to the Society's outsourced accounting and payroll providers.

This position is responsible for document management, invoice processing, record retention, vendor communication, scheduling, office administration, meeting support, and ensuring that financial information is organized and transmitted accurately and timely.

Key Responsibilities

Office Coordinator Duties to include:

• Answer phones, take messages, and direct calls appropriately.
• Greet visitors.
• Sort, distribute, and file incoming mail and packages.
• Draft, proofread, copy, and send routine correspondence as requested.
• Order office supplies and manage inventory.
• Schedule appointments for the executive director as directed and make arrangements for meetings (including ordering food and managing its delivery, copying as requested)

Finance Duties include:

• Assist with data entry of payable invoices and customer payments.
• Prepare bank deposits and related supporting documentation.
• Maintain organizational financial documents in both physical and digital files.
• Assist with payroll documentation administration, including working with third party payroll firms to provide timesheets and expense claims.
• Assist with the collection, organization, and transmission of financial information.
• Assist with preparing expense reimbursement documentation and supporting records.
• Monitor incoming mail, email, and vendor correspondence to ensure invoices and financial documents are properly routed.
• Maintain a centralized filing system for vendor contracts, invoices, payment records, and correspondence.
• Support compliance with company policies and financial regulations.

Other duties as assigned by the executive director.

Qualifications & Skills

Education: High school diploma or equivalent; AA-degree from an accredited community college or higher with accounting or business-related coursework preferred.

Experience: 1–3 years in office administration and/or finance assistance.

Skills: Strong organizational and time-management skills; attention to detail; proficiency in Microsoft Office (especially Excel); proficient with Microsoft 365 applications, including Outlook, Teams, SharePoint, and OneDrive. Comfortable working in a paperless environment and using document-sharing platforms.

Soft Skills: Excellent communication, problem-solving, and customer service abilities. A high level of confidentiality and professional demeanor are required, as is empathy for our patient-clients. Ability to work independently, manage competing priorities, and proactively identify administrative and operational needs.

This role will require up to 3 days in office weekly to be coordinated with the executive director and will be based in our Asheville, NC, office, and may require occasional travel for local meetings. This is a 24-hour per week position. The incumbent must live in the geographic service area that Western Carolina Medical Society serves. The hiree will work with all staff but most closely with the executive director.

Competitive salary, $25-$30/hour, depending upon experience and qualifications – We are a certified fair wage employer in Buncombe County, North Carolina. Part-time employees may earn paid time off and holidays. Professional development opportunities are available.

Candidates who receive interviews will be required to submit the names of three professional references. Final candidates must agree to a background check.