Office Coordinator

Oceans Healthcare; Plano (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Oceans Healthcare in Plano, TX, seeks an Office Coordinator to provide professional administrative support across the corporate office and serve as a key point of contact for employees, visitors, and business partners.

You will assist with office operations, special projects, events, and a variety of administrative needs across departments. A 3+ year background in office management is preferred in a healthcare setting.

Qualifications

• Minimum of 3 years of experience in office management, preferably in healthcare.
• Strong communication skills, both written and verbal, with a professional demeanor.
• Ability to manage multiple priorities in a fast-paced environment and respond to urgent requests.

Responsibilities

• Coordinate office operations, including supplies, mail, breakrooms, and shipping of items.
• Greet visitors, manage the Ring door system, and route calls and packages as needed.
• Assist HR and IT with onboarding/offboarding, badge/keys, and asset management.
• Respond to employee inquiries about facilities, equipment, and office policies.
• Plan and coordinate internal and off-site events and meetings.
• Prepare documents, conduct research, and assist with special projects for executive leadership.

Skills

Office management

Communication skills

Multitasking

Attention to detail

Microsoft Office

SharePoint

Education

High school diploma

College education desirable

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

SharePoint

Job description

The Support Center Office Coordinator professional administrative support across the corporate office and serves as a key point of contact for employees, visitors, and business partners. This position assists with office operations, special projects, events, and a variety of administrative needs across departments.

Essential Functions:

• Performs specialized and complex office coordination functions including ordering and maintaining office supplies, receiving and distributing mail both onsite and office post office box, maintaining stocked and orderly breakrooms, and assisting employees with shipping work-related items.
• Oversees guest experience, including greeting visitors, managing the Ring door system, answering and routing incoming calls, accepting packages, and ensuring visitors are appropriately directed and assisted.
• Partners with HR and IT to ensure all corporate new hires are onboarded and off-boarded properly (e.g., office set-up, name plate, badge, keys, asset management, etc.).
• Responds to employee inquiries regarding office management matters, including supplies, equipment, facilities, technology, and other general administrative needs, directing matters to the appropriate department when necessary.
• Maintains and improves office efficiency by coordinating office systems, layouts, equipment, supplies, vendors, and other operational needs.
• Assists in planning and coordinating internal and off-site activities such as meetings, annual summits, parties, celebrations, and other events.
• Facilitates internal office communications as necessary relative to employee events, building maintenance, and office policies/procedures. Review, proofread, and format all correspondence to ensure accuracy, completeness, and consistency.
• Provides administrative support to executive leadership and other departments including scheduling meetings, coordinating calendars, preparing documents, conducting research, creating reports, and assisting with special projects.
• Assists with expense reports, purchasing, invoices, travel arrangements, and other administrative processes, ensuring information and supporting documentation are accurate and submitted timely.
• Maintains corporate directories and organizational information within SharePoint and other applicable systems.
• Maintains a thorough understanding of the organization's leadership team, board members, departments, and corporate structure in order to effectively direct communications and provide appropriate administrative support
• Identify opportunities for process and office management improvements, and design and implement new systems or processes.
• Performs other duties and projects as assigned.

Requirements

Educational / Experience Requirements:

• High school diploma preferred; college education desirable, with training in a medical field.
• Minimum of 3 years of experience in office management required, preferably in a healthcare setting. Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

Qualifications / Skills:

• Strong problem-solving skills, attention to detail, ability to work effectively under pressure and within short time constraints, resourcefulness and able to deal with ambiguity, prioritize while multi-tasking and maintaining flexibility in the performance of the job responsibilities.
• Able to read and write.
• Well organized, flexible, and responsible.
• Proactive mindset with ability to anticipate business needs.
• Possess excellent communication skills, both oral and written.
• Able to type at least 56 correct words per minute.
• Proficient in Microsoft Outlook, Teams, Word, Excel and SharePoint.
• Able to quickly learn new software programs.
• Heavy, high paced workload requires high energy and excellent organization, time management, and analytical skills.
• Able to work tactfully and cooperatively with a variety of internal and external customers.
• Ability to work with minimal supervision, think globally, and simultaneously manage multiple details.

Work Environment:

Subject to many interruptions. Occasional pressure due to multiple calls and inquiries. This position can be high paces and stressful; must be able to cope mentally and physically to atmosphere. Work requires spending approximately 90% or more of the time inside a building that offers protection from weather conditions but not necessarily from temperature changes.