Assistant Project Coordinator

Description

Excellent opportunity to join a stable company providing patient care. We are looking for a dependable, dedicated, and respectful person to provide administrative support to our Executive Team. Outstanding compensation including generous paid time off, 9 paid holidays, excellent health benefits, a company paid pension, multiple bonuses, and more!

POSITION DESCRIPTION:

Provide administrative and project management support to our SVP/Chief Administrative Services Officer and AVP, Senior Project Coordinator. Position requires a highly organized and creative professional who can work independently and manage simultaneous projects. Maintaining a high degree of confidentiality, this position is responsible for a broad range of administrative support, project coordination, and management. Duties can range from answering phones, writing, editing, and proofing documents, to independently coordinating and managing organizational events/meetings and facility expansion projects. Must be highly motivated, a self-starter, require little direct supervision, and be very detail oriented. Must exemplify our Core Values of Honesty, Respect, Teamwork, Professionalism, Confidentiality, and Quality of Care.

DETAILED DUTIES AND RESPONSIBILITIES:

1. Project Coordinator

• Assist the SVP/CAO and AVP, Sr. Project Coordinator with planning & coordinating new office buildouts including the purchase and installation of equipment, furnishings, and décor. Negotiate with vendors for favorable pricing, schedule work to be performed which meets internal requirements, coordinate all necessary personnel, arrange for materials delivery and installation when appropriate, and follow up at the end of the project to ensure satisfactory completion.
• Organize office maintenance and renovation projects with appropriate internal departments as well as outside vendors, architects, and contractors.
• Oversee and maintain the inventory system, including furniture, Ergotron carts, etc.
• Monitor and update the key management system to ensure accuracy.
• Coordinate Family Health Centers special events (Back to School, Employee Appreciation Dinner, Site Visits, etc.), including arranging for outside space, selecting and purchasing supplies, managing attendee lists, logistics for all necessary components and contingencies, coordination of all essential staff, on site management during the functions, and completion of each event.

2. Maintenance/Facilities Coordinator

• Serve as backup for the Facilities & Maintenance Administrative Assistant ensuring continuity and support in their absence. The duties include, but are not limited to:
• Ensure that equipment and facilities are in optimum condition and appearance by providing prompt attention and follow-up to maintenance and repair requests.
• Monitor maintenance ticket system and group e-mails.
• Contact and dispatch service vendors, assign purchase order numbers and schedule repairs when repairs cannot be handled by maintenance staff.
• Maintain PO log and submit proper documentation to the Finance department.
• Work with prime vendors on all contract pricing and delivery requirements.
• Obtain all necessary quotes on goods and/or services required.
• Assist in coordinating the opening of new sites or other special projects assigned to the department.
• Manage maintenance contracts and renewals.
• Maintain vendor relations and vendor list.
• Responsible for scheduling special or emergency janitorial requests with cleaning crew.
• Assist with Emergency Operations procedures, as necessary.

Coordinate all facility issues with maintenance department including:

• HVAC
• Plumbing
• Janitorial/Cleaning Services
• Landscaping
• Electrical
• Roofing Warranties/Repairs
• Generator Repair/Maintenance
• Signage-New Construction/Renovation/Adding Additional Signage
• Landlord related issues that arise with FHC facilities
• Maintaining and ordering office furniture (including repair)
• Key Distribution
• Miscellaneous building issues
• Reupholstering of dental chairs and exam table

3. Administrative Support

• Provide autonomous administrative support and for key areas including:
• Act as backup for the AVP, Senior Project Coordinator ensuring continuity and support in their absence.
• Coordinate meetings, appointments, as well as conference/seminar/travel arrangements for Sr. Executive members.
• Responsible for writing and/or editing executive correspondence.
• Attend assigned committees and/or staff meetings and prepare meeting summaries/support materials.
• Order marketing materials and products as needed.
• Other duties and special projects as assigned.

Requirements

KNOWLEDGE, SKILLS AND ABILITIES:

• Very strong communication skills required: Writing, interpersonal skills, and ability to negotiate workable solutions.
• Ability to work varied hours including evenings ,weekends and early mornings when necessary
• Excellent organizational and time management skills.
• Proficient in Microsoft Office- particularly Excel, Word and PowerPoint.
• Ability to make independent decisions.
• Professional appearance and demeanor with the ability to work with all levels of staff, especially Senior executives.
• Ability to multi-task and work in an extremely active office environment with numerous interruptions.
• Plan work and projects independently with minimal supervision.
• Maintain a high degree of confidentiality.
• Prioritize multiple assignments with attention to detail, accuracy, and thoroughness.
• A strong sense of urgency to timely execute assigned duties and project deliverables.

TRAINING AND EXPERIENCE:

• High School Diploma, GED or equivalent training and experience.
• Associates degree preferred.
• 3 years prior executive level administrative support and project management experience preferred.

SPECIAL REQUIREMENTS:

• Must have own transportation.
• Responsible and extremely trustworthy in handling highly confidential materials and information.