Office Assistant

Job Description:

Allwel is seeking an enthusiastic and organized Office Assistant to join our team. The Office Assistant supports the efficient day-to-day operations of the New York City office by performing clerical, administrative, and logistical tasks. The role focuses on mail processing, supply ordering, client-facing documentation workflows (e.g., consents and surveys), onboarding logistics, asset preparation (phones, computers, ID/access), eligibility coordination, and documentation readiness for payroll/billing. The Office Assistant helps maintain a well-organized, compliant, and welcoming office environment that enables high-quality service delivery.

Key Responsibilities:

• Front desk and office support: greet visitors; answer and route calls; monitor sharedinboxes; distribute messages promptly.
• Mail and logistics: check, sort, scan, and distribute mail daily; prepare outgoing mailings,packages, and certified letters.
• Supplies and inventory: order, receive, stock, and reconcile office supplies; track usage;maintain tidy common areas.
• Orientation and onboarding support: assemble orientation binders; prepareworkstations; coordinate welcome materials.
• Technology and asset readiness: stage phones and computers; label and track assets;confirm basic functionality prior to assignment.
• Access materials: create ID badges; coordinate key copies and building access cards;maintain access control logs.
• Event and meeting support: schedule rooms; coordinate catering/technology; prepare sign-in sheets; set up and break down rooms.
• Behavioral Health documentation: mail, log, and track BH acknowledgment/consent forms; follow up for missing items.
• Satisfaction surveys: mail or distribute client satisfaction surveys; collect and log responses; escalate issues per protocol.
• Monthly eligibility checks: assist with verifying client eligibility on the 1st of each month; document outcomes and escalate discrepancies.
• Payroll/billing readiness: assist in reviewing clerical aspects of billing process
• Records management: maintain organized paper and electronic files; follow retention and confidentiality procedures (HIPAA).
• Vendor coordination: place service tickets for equipment; schedule maintenance; receive deliveries and verify packing slips.
• Calendar and scheduling: support meeting scheduling; send invites; maintain shared calendars and training rosters.
• Data entry and reporting: enter basic data in logs, trackers, or spreadsheets; run simple lists/reports when requested.
• Compliance support: assist with audits (pull files, label, index); maintain checklists for readiness.
• Other duties as assigned to support office efficiency and organizational growth.
  
  
  

Qualifications:

• 1-3 years of administrative, clerical, receptionist, or office support experience preferred. Experience in healthcare, behavioral health, or human services is a plus.
• Bachlors degree
• Strong proficiency in Office 365 (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Outgoing personality with a customer-oriented approach.
• Ability to multitask and prioritize effectively.
• Strong organizational skills and attention to detail.
• Adaptability/flexibility in a dynamic office with changing priorities
  
  
  

What sets Allwel apart?

• Supportive and Inclusive Culture
• Access to senior leadership, a genuine open-door policy
• Work life balance - based on a culture of trust and empowerment.
• Comprehensive Benefits Package
• 401(k) retirement plan
• Paid time off and holidays.
  
  
  

Working Conditions:

• Ability to sit, stand, walk, bend, and lift up to 25 lbs. to move supplies/equipment; frequent use of computers and office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Full-time, in office position. No nights or weekends.
  
  
  

Company

Allwel was established in 2000 (formerly New Frontiers in TBI, Inc.) to serve individuals with traumatic brain injuries. Over time, services expanded to home care for chronic disease, Alzheimer’s/dementia, and other disabilities. In 2014, the organization became Allwel, reflecting a broader mission. Since 2017, Allwel has provided services through OMH Home and Community Based and CORE programs, delivering behavioral health services in the community and via telehealth. Core Values - “Care for the Whole Person.” We provide compassionate, person-centered care with integrity, collaboration, and respect for diversity.

Allwel is an Equal Opportunity Employer and welcomes applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age. Employment is at-will and neither this job description nor any other oral or written representations may be considered a contract for any specific period of time.