Administrative Assistant

Position Summary:

The Office Services Assistant provides administrative and operational support to the corporate office and hospital locations while serving as a professional and welcoming point of contact for visitors and callers. This position plays an important role in supporting daily office activities, maintaining an organized and efficient work environment, and assisting team members with a variety of administrative responsibilities.

The ideal candidate is personable, professional, dependable, proactive, and resourceful, with strong computer, communication, organizational, and customer service skills. Exceptional reliability, consistent attendance, and punctuality are essential to success in this role.

Qualifications and Skills.

• Computer Proficiency: Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and Teams.
• Communication Skills: Excellent verbal and written communication skills, including professional telephone etiquette.
• Customer Service: Friendly, approachable, and service-oriented, with the ability to interact professionally with employees, visitors, and external contacts.
• Organization: Ability to prioritize tasks, manage multiple responsibilities, and maintain accurate records.
• Professionalism: Maintains a professional appearance, positive attitude, and courteous demeanor.
• Confidentiality: Demonstrates discretion and maintains confidentiality when handling sensitive information.
• Dependability: Consistently demonstrates punctuality, reliability, accountability, and attention to detail.
• Initiative: Proactive, adaptable, resourceful, and willing to assist others to support daily business operations.

Location: On-site

Hours: Monday-Friday 8am-5pm

Key Responsibilities:

Communication and Visitor Support

• Serve as a welcoming and professional point of contact for visitors, employees, and callers.
• Greet visitors and direct them to the appropriate personnel or department.
• Notify company personnel of visitor arrivals.
• Answer and direct incoming telephone calls professionally, accurately relay messages, and provide information as appropriate.
• Maintain a clean, organized, and welcoming reception area.
• Monitor office access, issue visitor badges, and follow established safety and security procedures.

Administrative Support

• Provide general administrative support to the corporate office and hospital locations.
• Utilize Microsoft Outlook, Word, Excel, and Teams to complete daily administrative tasks and support internal communication.
• Prepare, type, and format correspondence, documents, and other administrative materials.
• Perform data entry, filing, and general recordkeeping.
• Assist with special projects and administrative assignments as needed.
• Collaborate with team members across departments and hospital locations to support efficient daily operations.

Office Services and Daily Operations

• Monitor office supply inventory, place orders, and maintain adequate stock levels.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and packages, including drop-offs at the U.S. Post Office and FedEx as needed.
• Prepare conference rooms for meetings, ensuring rooms are clean, organized, and appropriately stocked.
• Maintain the cleanliness and organization of conference rooms, breakrooms, and shared office spaces.
• Monitor and replenish kitchen, breakroom, and general office supplies throughout the day.
• Assist in maintaining a safe, organized, and professional office environment.

Attendance, Punctuality, and Reliability

Consistent attendance, punctuality, and dependability are essential requirements of this position. Because the Office Services Assistant provides important day-to-day support to corporate office operations, reliable attendance and timely arrival are critical to maintaining continuity and ensuring daily responsibilities are fulfilled.

• Maintain consistent and dependable attendance in accordance with the assigned work schedule.
• Arrive on time and be prepared to begin work at the scheduled start time.
• Demonstrate accountability, reliability, and consistency in fulfilling daily responsibilities.
• Communicate promptly regarding absences, delays, or scheduling conflicts in accordance with company policies.
• Recognize that attendance, punctuality, and dependability are fundamental expectations of this position, subject to applicable leave and accommodation requirements.

Team Support and Additional Responsibilities

• Provide assistance to coworkers and departments as needed to support daily operations.
• Demonstrate flexibility, initiative, and a willingness to take on additional responsibilities.
• Anticipate routine office needs and proactively assist in addressing them.
• Contribute to a positive, collaborative, and service-focused workplace.
• Perform other related administrative and office support duties as assigned.

Join our team and you will experience a total rewards package to support your health, life, career and retirement including:

• A supportive and collaborative work environment
• Opportunities to progress in function, skill, and pay
• A competitive wage scale
• A comprehensive health and wellness package including medical, dental, and prescription drug coverage

We offer a benefits package that will best suit your family’s needs. You can choose from a variety of medical coverage plans that best fit your lifestyle. You also have the option to enroll in additional perks such as 401k, life insurance, and disability plans.

NOBIS REHABILITATION PARTNERS LLC is an EEO employer - M/F/Vets/Disabled