Office Administrator (Contract)

About Chartis

The challenges facing US healthcare are longstanding and all too familiar. We are Chartis, and we believe in better. We work with more than 1,900 organizations annually to develop and activate transformative strategies, operating models, and organizational enterprises that make US healthcare more affordable, accessible, safe, and human. With more than 1,450 professionals, we help providers, payers, technology innovators, retail companies, and investors create and embrace solutions that tangibly and materially reshape healthcare for the better. Our family of brands—Chartis, Jarrard, Greeley, and HealthScape Advisors—is 100% focused on healthcare and each has a longstanding commitment to helping transform healthcare in big and small ways. Believe in better.

Job Overview

The Office Administrator plays a vital role in ensuring the smooth running of daily office operations, maintaining an organized and welcoming environment, and supporting the needs of both colleagues and visitors. This position involves providing comprehensive administrative and operational support for the assigned office(s). Responsibilities include coordinating event spaces, managing catering and supplies, overseeing office maintenance, handling mail, and assisting with various office and administrative tasks.

Responsibilities

Event and Office Operations Support:

• Manage interactions with various constituents, including greeting candidates, coordinating with the recruiting team, collaborating with the learning team, supporting summer interns, welcoming client visitors, and liaising with internal project teams to ensure smooth communication and operations.
• Manage office and desk reservations, ensuring space is secured through the meeting space management system and that colleagues are assigned the correct spaces without conflicts.
• Coordinate the setup and breakdown of event/training spaces for meetings, workshops, and training sessions, including room arrangement and configuration as required.
• Oversee catering services for all onsite events, ensuring food orders meet dietary restrictions, managing meal setup, and ensuring timely delivery and breakdown.
• Maintain an inventory of event-related supplies and AV equipment, ensuring availability and readiness for use.
• Print and distribute event materials, such as tent cards, reports, worksheets, and other requested items.

Facilities and Inventory Management:

• Maintain office supply levels, ensuring the timely restocking of necessary materials for day-to-day operations.
• Organize and manage storage areas to optimize space and ensure easy access to supplies.
• Ensure that the office environment is clean, organized, and welcoming to both colleagues and visitors.
• Coordinate with landlords and external service providers (e.g., electricians, HVAC technicians) to address maintenance issues and resolve them promptly.
• Oversee cleaning service to ensure cleanliness and hygiene standards are consistently met.
• Ensure kitchens and bathrooms are fully stocked with necessary supplies, including snacks, beverages, toiletries, and office essentials.

Administrative Support:

• Process incoming mail daily, ensuring checks are forwarded to the appropriate lockbox and that important mail is scanned and forwarded to the relevant team members.
• Coordinate inbound and outbound shipments, including new hire boxes and client gifts, and deliveries for colleagues.
• Process receipts in a timely manner and validate against approved budget as directed.
• Assist colleagues and visitors with requests for materials, printing, and any other logistical support they may need.
• Assist all colleagues with daily office tasks, including responding to inquiries, resolving issues, and providing logistical support.
• All other duties as assigned.

Qualifications and Desired Skills

• At least 3-5 years of experience providing office and administrative support across multiple offices and functions.
• Associate’s degree or equivalent years of experience required. Bachelor’s degree or equivalent years of experience preferred.
• Previous experience as an office administrator or in a similar administrative support role.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and the ability to troubleshoot and resolve issues independently.
• Ability to work collaboratively with internal teams and external vendors.
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with office management systems.
• Experience with event coordination, catering logistics, and supply management.
• Ability to maintain a positive, service-oriented attitude when interacting with colleagues and visitors.
• Experience in facilities coordination, event planning, and catering coordination.
• Knowledge of office supply inventory management and vendor relations is preferred.

Hourly range: $20-25. The hourly range for this role takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to, skills, experience, training, licensure and certifications, practice area, and other business and organizational needs.

At Chartis, we pride ourselves on having a diverse workforce. We value and celebrate the uniqueness of individuals and the different perspectives they provide. We offer equal opportunity employment regardless of race, color, religion, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, or protected veteran status.