Office Coordinator

About Us:

EmpowerMe Wellness is on a mission to build a world-class tech-enabled, multi-disciplinary healthcare services organization focused on improving the lives of residents in independent living, assisted living and memory care communities. Now having built an incredible physical, occupational, and speech rehabilitation platform, we will further diversify our offerings in 2021 and beyond through additional services and technology that positively impacts the lives of seniors and improves the senior care industry.

Position Summary:

As an Office Coordinator with EmpowerMe you will be responsible handling the day-to-day activities that ensure smooth, efficient business processes and functions.  This position requires customer service, planning, organization, and coordination of administrative business operations across company divisions.

Essential Duties include the following:

• Serves as the first impression and welcomes guests at the corporate office
• Monitors and manages access and visitors logs for the corporate office
• Responsible for preparation and dissemination of daily reports used by executive leadership team.
• Serves as intermediary between patients, vendors, and other outside sources related to questions and concerns and direct these to the appropriate department.
• Responsible for answering corporate office general inquiry calls, acting as a general directory and information resource. Assists callers with information or by forwarding to correct department.
• Provides input for improving and streamlining current procedures and become actively involved in the planning and implementation of new processes and procedures. Creates documentation to support new procedures.
• Performs regular inventory and coordinates ordering and distribution of office supplies, clinic supplies, information technology equipment and handles issues concerning items received.
• Coordinates with IT department on the assignment and logging of all information technology devices to appropriate users, as well as assisting in reassigning devices when necessary. Prepares outgoing mail, manages corporate faxes, and coordinates shipping of packages.
• Organizes and distributes incoming mail and other office packages to the appropriate recipients.
• Addresses and schedules general office, technology, maintenance, and repair items when necessary.
• Assists with daily and weekly data entry and tracking with the corporate office and the field teams
• Assists with preparation of other clinical and administrative reports as needed.
• Participates in the coordination and planning of new start community tasks.
• Establishes new hire workstations and ensures all equipment is functional and user accounts are active.
• Responsible for the overall organization, supply stock, appearance and manages the cleanliness of the corporate office.
• Assists with the development of and communicates all company office policies.
• Assists in scheduling and planning corporate meetings, trainings, luncheons, celebrations, and events.
• Maintains intra-office communication boards and notices
• Performs other duties as assigned

Qualifications, Education and/or Experience: 

• 3 years of professional office experience OR 3 years of customer service experience and High School diploma or GED.
• Proficiency with Microsoft Excel and other MS Office software required.
• Professional office experience – may come from a variety of areas, but a background in healthcare is preferred.
• Must exhibit a very high level of thoroughness & detail orientation.
• Goal and result-oriented, as well as self-motivated with a sense of professional curiosity, desire to learn new things, and to find/recommend solutions to problems.
• Must possess superior analytical, project management and organizational skills.
• Excellent communication and interpersonal skills required.
• Must have the ability to work in a fast-paced environment, remain calm in stressful situations, to be flexible, to work well with many interruptions and have skill in multi-tasking.
• Must exhibit and promote a high level of customer service, hospitality, curiosity and friendliness towards all clients, visitors, coworkers.
• Quickly adapts to change and takes a proactive approach to problem solving.
• Basic knowledge and understanding of HIPAA.
• Ability to analyze, interpret and draw inferences from research findings and prepare reports.
• Database management skills including querying, reporting, and document generation.

Work Environment & Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; sit; stoop; walk; use hands to handle; and reach with hands and arms. The employee is frequently required to lift up to 15 pounds and infrequently lift up to 50 pounds.

This employer is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.