Facilities Coordinator and Administrative Support Specialist - R3 Wound Care & Hyperbarics

We are seeking a Facilities Coordinator & Administrative Support Specialist to become an integral part of our team. You will be joining a team of professionals in the healthcare industry who hold themselves to a higher standard to be the best. You must truly be a team player and be willing to work and give 100% effort to your position.
You will be working daily with the Executive Leadership Team (ELT), Clinical Directors, and support staff. You will be required to work in a fast-paced and busy work environment that is focused on completing tasks efficiently and accurately.
Duties/Responsibilities:

• Facilities Management:

• Assist with facilities management, including preventative maintenance, scheduling routine inspections, and coordinating repairs and maintenance.
• Maintain facility upkeep, including cleaning standards and vendor management.
• Assist Sr. VP Ops to select and manage relationships with service providers and vendors, including negotiating contracts and ensuring service delivery meets company standards.
• Monitor vendor performance and address any issues promptly.
• Act as the point of contact for employees regarding facilities-related issues or concerns.
• Address and resolve facility-related complaints and requests promptly.
• Clerical and Administrative Support:
  • Draft letters, memos, agendas, reports, and other documents for senior staff.
  • Schedule, coordinate, and maintain appointments and meetings for the Executive Leadership Team (ELT) and their direct reports.
  • Manage inbound communication and office visitors.
• Travel and Expense Management:
  • Schedule and prepare all travel arrangements for the ELT.
  • Prepare and submit ELT travel and entertainment expense reports, ensuring timely processing and filing.
  • Handle unexpected travel schedule changes and provide resourceful and creative solutions.
• Meeting Preparation and Coordination:
  • Prepare ELT for key meetings, including printing, scanning, emailing, storing, and retrieving documents.
  • Organize details of special events, travel arrangements, corporate agendas, and itineraries.
  • Plan and coordinate corporate meetings and develop presentations for on and off-site meetings.
• Quality Assurance and Compliance
  • Policy Updates: Help maintain and update practice policies and procedures as needed in conjunction with the compliance team
  • Organize and manage corporate documents related to all departments within the corporate shared drive platform and intranet
• Confidentiality and Reporting:
  • Process and manage confidential material and information with a high level of discretion.
  • Manage critical reporting: receive data from clinics, enter it into a database, complete calculations, create tables and graphs, build reports in various formats, distribute them, and identify improvement opportunities.
• Marketing Support:
• Support the marketing team with email campaigns, managing collateral inventory, ordering business cards, and managing R3 merchandise inventory.

• Cross-Departmental Assistance:
  • Provide assistance to other departments as needed.

Qualifications:

• Proven experience in clerical and administrative roles.
• Proficiency in the MS-Office suite.
• Strong organizational and time-management skills.
• Ability to handle confidential information with discretion.
• Excellent communication and interpersonal skills.
• Resourceful and creative problem-solving abilities.
• Experience in facilities and vendor management is a plus.

This role requires a proactive and detail-oriented individual who can effectively manage multiple responsibilities in a dynamic environment. In summary, a Facilities Coordinator & Administrative Support Specialist requires a proactive and detail-oriented individual who can ensure the smooth operation and maintenance of R3 Wound Care offices and facilities and provide administrative support to senior leadership and support staff.

The payrate for this position is $60,000 - $68,000 per year.