Office Services Coordinator

Terumo Cardiovascular Systems Corporation; Aliso Viejo (CA); On-site; Full time

Job summary

A leading company in the healthcare sector is seeking an administrative professional to manage front desk operations and provide clerical support. The role involves handling various administrative tasks, coordinating office supplies, and assisting with HR functions. Ideal candidates will possess strong communication and organizational skills, with a focus on customer service. This position offers a competitive hourly wage based on experience and qualifications.

Qualifications

• Minimum two years of administrative/support experience or a bachelor's degree with six months of support experience.
• Advanced MS Excel skills, including managing large datasets with V-lookups and pivot tables.

Responsibilities

• Manage front desk/reception area and provide clerical support.
• Assist with new hire orientation logistics and manage incoming/outgoing mail.
• Collaborate with Facilities, EHS, and IT on office assignments.

Skills

Communication

Customer Service

Organization

Attention to Detail

Time Management

Education

High school diploma or equivalent

Bachelor's degree

Tools

MS Word

Excel

PowerPoint

Outlook

Teams

Adobe Acrobat

Job description

$19.00/Hour - $25.44/Hour (Compensation could be higher/lower based on experience, education and skill sets)

Job Description

Manage the front desk/reception area for multiple buildings in the complex (not simultaneously), while performing general/specialized Office Services and Human Resources support functions. Provide clerical and administrative support including data entry, report generation, answering calls, filing, and database management. Handle day-to-day administrative tasks and provide relevant information to internal Associates and external visitors such as clients, healthcare professionals, candidates, and vendors.

Job duties:

1. Act as a subject-matter-expert (SME) for Envoy/Openpath office applications and software.
2. Manage reception telephone system, answer/forward calls, locate Associates, take messages, and maintain voicemail messages.
3. Greet and direct interview candidates, visitors, physicians, and vendors.
4. Assist with new hire orientation (NHO) logistics.
5. Manage incoming and outgoing USPS mail, especially legal documents.
6. Coordinate purchasing and delivery of office supplies and business cards for U.S. Associates.
7. Maintain database and oversee distribution of security access cards and parking permits, including EV passes.
8. Assist with all I-9 verifications for new hires during onboarding.
9. Support incoming Talent Acquisition invoices and other HR support as needed.
10. Collaborate with Facilities, EHS, and IT on office assignments and hoteling using Envoy.
11. Assist in coordinating and executing company events and meetings.
12. Ensure compliance with applicable laws and regulations, adhere to QMS processes, and demonstrate ethics and integrity.
13. Perform additional duties as assigned.

Qualifications

• High school diploma or equivalent.
• Intermediate computer skills: MS Word, Excel, PowerPoint, Outlook, Teams, and working knowledge of Adobe Acrobat.
• Experience with database applications.
• Minimum two (2) years of administrative/support experience or a bachelor's degree with at least six (6) months of support experience.
• Excellent written and verbal communication skills, including active listening.
• Strong customer service skills.
• Strong interpersonal and organizational skills with high accuracy in data handling.
• Ability to interact professionally with all management levels, associates, and visitors.
• Attention to detail, time management, and project management skills.
• Ability to work independently, multi-task, take initiative, and handle confidential information discreetly.

• Advanced MS Excel skills, including managing large datasets with V-lookups and pivot tables.
• Technical skills such as basic programming, software application utilization, or database design are a plus.
• Experience with Envoy and/or OpenPath preferred.