Office Coordinator

Doist; Northbrook (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical/dental/vision plans

401(k) match

PTO + parental leave

CEU training & volunteering

Job summary

Compass Health Center seeks an Office Coordinator to manage day-to-day operations, coordinating office and kitchen supplies, maintenace, and onboarding for new hires. The role supports a clinical environment with a focus on efficiency and patient-centered service.

The ideal candidate has 1–3 years in office coordination, strong communication, and proficiency in MS Office and Adobe. Based in the Chicagoland area, this on-site position offers growth and collaborative teamwork.

Qualifications

• High school diploma required; bachelor's degree preferred.
• 1–3 years of office coordination or administrative experience.
• Strong project coordination with ability to synthesize information.
• Attention to detail and efficiency.
• Excellent communication and time-management skills.
• Ability to work in a clinical environment with integrity and compassion.
• Able to work with diverse teams, vendors, and customers.
• Proficient with Microsoft Office (Excel and Word) and Adobe.

Responsibilities

• Coordinate office and kitchen supplies, organize deliveries and track stocks.
• Liaise with vendors and finance to reconcile invoices and payments.
• Oversee onsite maintenance visits and upkeep of facilities.
• Assist with labeling, seating plans, and office reorganizations.
• Coordinate new hires and building tours for onboarding.
• Handle general clerical tasks and mail/document processing.
• Manage shredding schedules and monthly service visits.
• Support staff lunch orders and tours as needed.

Skills

Project coordination

Attention to detail

Communication skills

Time management

Integrity and compassion

Collaborative work

Clinical environment familiarity

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office

Adobe

Job description

About This Role

We are seeking a goal-oriented and self-motivated Office Coordinator to facilitate the day-to-day office operations. If you are passionate about improving the patient experience through facility and office coordination, you would be a great fit on our team.

Your Responsibilities

• Coordinates office supplies; responsible for ordering, stocking, organizing and tracking deliveries for office and kitchen supplies.
• Coordinates and facilitates onsite deliveries and works with appropriate vendors for ongoing needs.
• Assists in improving process whereby leaders and staff can obtain supplies in a timely manner.
• Respond to maintenance tickets in a timely manner
• Coordinates site specific office furniture and works with appropriate leadership team members for ongoing needs.
• Coordinates with finance department to reconcile invoices, track payments, receipts and process invoices.
• Oversees onsite maintenance visits.
• Ensures comfortable office/facility working environments; including thermostat adjustments and updating facility maps/ interior signage needs.
• General clerical duties, including; organizing information by receiving and distributing communications materials; collecting and mailing correspondence; copying/scanning documents; processing FedEx shipments & return labels for documents; and maintaining stock of original facility paperwork/documentation and transposing electronically.
• Assists in updating office labeling door discs & seating/furniture plans when needed.
• Coordinates schedule for shredding bins and monthly visits.
• General office/facility scheduling.
• Assist with staff office lunch orders, medical drug representative/prescriber lunches and scheduled tours.
• Coordinate new hires including; office seating, badge photos, badge printing, new hire basket & tour building while going over operational procedures for the building.
• Perform other related duties as required and assigned.

Qualifications

• Are an Office Coordinator that shares the team's sense of urgency about the need to improve patient experience through facility/office coordination.
• High school diploma required; Bachelor's Degree preferred.
• At least 1-3 years of work experience in an office coordination or administrative capacity.
• Strong project coordination skills paired with the ability to synthesize information from a variety of sources.
• Acute attention to detail and a focus on efficiency.
• Excellent communication skills and time management skills.
• A strong sense of integrity and compassion coupled with the ability to work within a clinical environment.
• Proven ability to work collaboratively and professionally with a diverse group of associates, peers, directors, suppliers, clients and customers.
• Proficient with Microsoft Office (especially Excel and Word) and Adobe.
• Authorized to work in the U.S.

Who We Are

Compass Health Center is a recognized leader in crisis-level mental health, bringing passion, connection, and patient-centered care to the Partial Hospitalization and Intensive Outpatient space (PHP/IOP). Based in Chicagoland, we serve hundreds of patients every day, ranging from ages 5 through adulthood, in our onsite facilities or through our flourishing virtual programming. Compass fills a critical gap between outpatient and inpatient care through an intermediate level of Behavioral Healthcare.

A few more things we want you to know: our values are super important to us, and hopefully will be to you, too. Cultural humility, teamwork, continuous improvement, connection, patient centered care, passion, innovation, and agility should be your power sources. Joining Compass is an opportunity to feel fulfilled through a joint mission towards healing our communities.

Benefits & Perks

We know that you will be dedicated to your purpose here. We look at that investment as a two-way street. We are proud to offer plenty of space for growth, and opportunities to pursue continuous development within our organization.

For eligible positions, our other benefits include:

• comprehensive medical/dental/vision plans
• 401k program with company matching
• generous PTO (including competitive parental leave after 1 year of employment)
• continuous training through CEU seminars and volunteering opportunities