Office Administrator

Summary: The Office Administrator is responsible for supporting the daily administrative operations of the organization by providing excellent customer service, maintaining office efficiency, coordinating vendor relationships, assisting with billing functions, and managing office programs and supplies. This position serves as a key point of contact for vendors, patients/customers, and visitors while ensuring smooth and professional office operations.

Essential Duties/Responsibilities:

Administrative & Office Support

• Answer and direct incoming phone calls in a professional and courteous manner. 
• Greet visitors, patients, customers, and vendors and provide assistance as needed. 
• Maintain organized filing systems, records, and office documentation. 
• Respond to requests for documentation, prepare correspondence, reports, spreadsheets, and other administrative documents. 
• Schedule meetings, appointments, and conference rooms as needed. 
• Assist leadership and departments with administrative support projects. 
• Maintain confidentiality of sensitive information and records. 
• Monitor office operations and identify opportunities to improve efficiency. 

Billing & Financial Support

• Assist with billing functions, including preparing invoices, processing payments, and maintaining accurate records. 
• Answer billing-related questions and assist callers with account inquiries in a professional and courteous manner.
• Work with internal departments to ensure timely and accurate billing documentation. 
• Assist with account reconciliation and follow-up on outstanding invoices when necessary. 
• Support finance staff with administrative financial tasks and reporting. 

Vendor Management

• Coordinate with vendors and service providers regarding office needs, maintenance, and supplies. 
• Obtain quotes, place orders, and track deliveries. 
• Maintain positive vendor relationships and ensure timely communication. 
• Monitor vendor invoices and assist with payment processing documentation. 

Lifecare Program Management

• Manage and maintain the organization’s Lifecare program. 
• Process program applications, renewals, and related documentation. 
• Serve as the primary point of contact for Lifecare participants and inquiries. 
• Maintain accurate records and ensure compliance with program requirements. 
• Prepare reports and assist with program communication and outreach efforts. 

Office Supply & Inventory Management

• Order and maintain office supplies, forms, and equipment. 
• Monitor inventory levels and ensure departments have necessary supplies available. 
• Coordinate service and maintenance requests for office equipment. 
• Assist with organization and cleanliness of office and common areas. 

Additional Responsibilities

• Assist with special projects and events as assigned. 
• Support organizational initiatives and employee engagement activities. 
• Maintain professionalism and provide exceptional customer service at all times. 
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate degree preferred. 
• Previous administrative or office support experience preferred. 
• Experience with billing, customer service, or vendor coordination preferred. 
• Strong organizational and multitasking skills. 
• Excellent verbal and written communication skills. 
• Proficient in Microsoft Office Suite and general office software. 
• Ability to work independently and as part of a team. 
• Strong attention to detail and accuracy. 
• Ability to handle confidential information appropriately. 

Physical Requirements

• Ability to sit, stand, and walk for extended periods. 
• Ability to lift and carry office supplies and materials up to 25 pounds. 
• Ability to operate standard office equipment. 

Work Environment

• Primarily office-based environment. 
• Frequent interaction with employees, vendors, customers, and visitors. 
• May require occasional schedule flexibility based on operational needs.