HR Admin Assistant

Job Description

Job Description

Position Title  

Department  

Reports to  

Administrative Assistant 

Office Operations/ HR 

Head of HR 

Employment Status  

FLSA Status  

 

Full Time 

Non- Exempt 

 

Mission (The Why)  

You are the heartbeat of the CMC office, the person who makes sure the small things that make a big difference never fall through the cracks. From the first hello at the front door to the quiet details that make an employee feel welcomed and celebrated, your work keeps the office running smoothly and keeps CMC feeling like a place people are glad to be part of. 

About CMC (The What)  

Comprehensive Mobile Care (CMC) provides portable, onsite dentistry, audiology, optometry, and podiatry services to patients across the nation in PACE Centers, Skilled Nursing Facilities, Veteran's Homes, and more. 

Our mission is to ease the burden on clinical and administrative teams while enhancing comfort and safety for patients. By delivering care directly onsite, we reduce transportation challenges and risks associated with traditional office visits. 

CMC's multi-department structure operates as a unified network, supported by strong systems, processes, and policies, to deliver compassionate, efficient, and high-quality care nationwide. 

About You (The Who)  

• You are warm and welcoming, whether you're greeting a visitor at the door or helping a new hire feel at home on day one. 

• You notice the small details others miss, like a birthday that's coming up or a tidy front desk, and you take pride in getting them right. 

• You are highly organized and comfortable juggling several ongoing tasks at once without letting anything slip. 

• You are dependable and follow through, so people know they can hand something off to you and trust it will get done. 

• You bring a positive, can-do attitude to the day-to-day work of keeping an office running well. 

 

Responsibilities  

Front Desk & Office Operations  

• Serve as the front desk point of contact: greet visitors, check them in, and let them into the office 

• Maintain the main office voicemail line and route calls to the right person 

• Route incoming mail to the appropriate department 

• Support day-to-day office operations, responding to needs as they come up 

Employee Experience & Culture  

• Order birthday cards and anniversary gifts, and set up celebrations for in-office birthdays, extending the same recognition to remote staff 

• Order name plates, business cards or other items needed for new and existing employees 

• Order and coordinate team lunches, townhall logistics, and help bridge any communication or experience gaps between our Phoenix and Michigan offices and remote employees 

New Hire Onboarding & Office Logistics  

• Update the office layout when new employees join and give them a welcome tour 

• Store and maintain employee work schedules 

• Order and prepare a welcome gift for new hires 

Vendor & Expense Management  

• Order office supplies and compare vendor pricing to secure the best value, reporting cost comparisons to your manager 

Events & Conventions  

• Prepare, order items for, and help organize company conventions and events 

• Manage logistics for travel, hotels and any other related bookings as needed for management, physicians and employees 

Operations Support  

• Provide on-site support for ongoing operations initiatives 

• Assist with managing all incoming faxes, ensuring they are accurately uploaded into the EMR under the correct participant profile.

• Provide administrative support to other departments, including but not limited to, scheduling and calendar management for executives, as needed. 

 

Qualifications  

• High school diploma required; Associate degree a plus 

• 1 to 2 years of experience in an administrative, coordinator, or front-desk role 

• Strong organizational skills with excellent attention to detail 

• Proficient in Microsoft Office Suite 

• Comfortable multitasking and shifting priorities in a fast-paced environment 

• Friendly, professional demeanor with strong interpersonal skills 

• Ability to handle sensitive or confidential information with discretion 

• Self-starter mentality and strong sense of ownership of administrative responsibilities 

 

What Makes You A Fit  

• You treat every visitor, employee, and vendor interaction with warmth and professionalism 

• You stay organized and on top of details even when juggling multiple deadlines 

• You're proactive, flagging needs or issues before they become problems 

• You take pride in the small details that make CMC's office feel welcoming and well-run 

• You take ownership of your tasks without needing to be reminded