Office Manager

Job Description

Job Description

GENERAL PURPOSE OF THE JOB:
The Office Manager provides direct administrative support to the Corporate Office to ensure operations are running smoothly. This includes administrative coordination for the facility, mail, preparation of reports, development of tracking systems, and ad hoc projects. This individual acts as an administrative resource for day-to-day needs.

PRIMARY RESPONSIBILITIES:

Front Office Reception:
• Greets visitors and facilitates meetings with corporate departments
• Answers phone lines and directs inquiries to the correct departments
• Responds to voicemails or general inquires
• Maintains office common areas (breakroom, supply closet, kitchen, copy area) and keeps office items stocked, orderly and in good working order
• Maintains corporate resources (office listings, phone lists, vendor lists, etc.), routinely distributes.
• Coordinates patient census report

Mail Support:
• Receives and documents incoming mail
• Sends out mail, including facilitation of FedEx and other shipments.
• Coordinates special mailers as requested by the departments
• Facilitates bank deposits using banking software.
• Maintains FedEx and other shipping and mail accounts

Facility Support:
• Maintains contact list for facility vendors including points of contact, phone numbers, account numbers, portals, etc.
• Attends necessary meetings related to Corporate activities.
• Supports document retention projects
• Tours facility to identify any physical plant issues
• Troubleshoots issues and problems with facility vendors (air conditioning, property management, office cleaning, etc.)
• Completes weekly/monthly “month end” tasks accurately and on-time.

Communication:
• Develop and maintain effective communications for the Corporate office.
• Drafts and sends company communication as needed.
• Establishes and maintains effective working relationships with professional staff, co-workers, physicians, their office staff, ancillary department personnel, and external agencies.

SECONDARY RESPONSIBILITIES:
• Composes memos, transcribes notes, and researches and creates presentations.
• Gathers and submits information from Clinics and Regional Offices as requested.
• Reports and problems/issues to management
• Other duties as assigned

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• High school graduate or equivalent education. BA in Business or Health related field a preferred.
• Minimum 2 years of administrative support experience preferred. Experience supporting multiple managers/supervisors in a busy environment preferred.
• Intermediate to advanced knowledge of Outlook, MS Excel, Word and PowerPoint.
• Must have demonstrated record of and commitment to safety; and dedication to excellence.
• Must possess outstanding communication and interpersonal skills. Must be able to communicate professionally and effectively with other staff members, patients and physicians.
• Able to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Prior experience working with sensitive information and maintaining confidentiality.
• Demonstrates performance skill with information systems: i.e. printer, fax machine, computer, and other office equipment.

WORK ENVIRONMENT & PHYSICAL DEMANDS:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly exposed to work near moving mechanical parts (dialysis equipment and machinery). The employees may be exposed to fumes or airborne particles and toxic or caustic chemicals. The noise level in the work environment is usually moderate.

The employee must frequently sit, stand, lift and/or move up to 25 pounds (lifting patients, etc.), includes ability to carry and transport up to 25 pounds up to 60 feet. Specific vision abilities required by this job include close vision, color differentiation, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is required to stand; walk and talk, hear and smell. Requires excellent visual acuity and manual dexterity. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. He/she is frequently required to sit; stoop, kneel, bend, crouch, or crawl.

The employee is required to use safety equipment, PPE (personal protective equipment) that may include but not be limited to face shield or goggles, non-slip shoes, gloves, mask, and other protective garments
and equipment.