Office Assistant

About the role

We are seeking a highly organized and detail-oriented Administrative Assistant to support day-to-day operations at OccuMedX Group, Inc. This position provides administrative and office support for the Charlotte home office and supports Human Resources, Operations, Clinical Services, leadership, and field personnel. The role requires strong organization, follow-through, professionalism, and the ability to manage multiple priorities in a fast-paced, multi-state occupational health environment.

Responsibilities

• Office Administration & Front Office Support
  • Provide general administrative and clerical support to the Charlotte office and company leadership.
  • Answer, screen, and direct incoming calls, emails, visitors, deliveries, and general inquiries professionally and promptly.
  • Prepare, format, scan, copy, file, and distribute correspondence, forms, reports, labels, and other business documents.
  • Maintain organized shared office spaces, files, administrative systems, and common work areas.
  • Coordinate meetings, appointments, conference rooms, calendars, and office events as assigned.
  • Receive, sort, distribute, and prepare incoming and outgoing mail and shipments.
• New Hire & Employee Administrative Support
  • Support HR with new-hire onboarding logistics, including preparing orientation materials and coordinating first-day needs.
  • Ensure required items are ready for new employees.
  • Direct employee questions to the appropriate HR, Operations, Payroll, or Clinical team member.
  • Maintain employee and company information with a high degree of confidentiality and discretion.
• Operational & Clinical Administrative Support
  • Provide administrative support to Operations and Clinical Services for multi-site programs, special projects, trainings, and client needs.
  • Assist with data entry, trackers, spreadsheets, reports, document collection, and follow-up on outstanding administrative items.
  • Help maintain accurate electronic and paper records in approved company systems and shared drives.
  • Support preparation of materials for client meetings, leadership meetings, audits, training events, and company initiatives.
• Travel, Events & Special Projects
  • Coordinate and book employee business travel, including airfare, lodging, rental vehicles, ground transportation, and other travel arrangements in accordance with Company guidelines.
  • Maintain organized records of employee travel arrangements, confirmations, itineraries, and associated expenses.
  • Track and maintain travel-related expenses, including airfare, lodging, rental vehicles, mileage, parking, tolls, and other approved business expenses.
  • Maintain travel expense trackers, receipts, and supporting documentation to assist with expense reporting, reconciliation, and budgeting.
  • Coordinate with employees regarding travel itineraries, changes, cancellations, and required travel documentation.
  • Monitor travel arrangements for accuracy and cost-effectiveness and promptly communicate significant changes, cancellations, or unexpected expenses to appropriate leadership.
  • Assist employees with travel expense documentation and ensure required receipts and supporting records are collected and submitted timely.
  • Assist with company meetings, employee events, training sessions, recruiting events, and other special projects as needed.
  • Provide temporary administrative support to other departments during periods of increased workload, employee absences, or special initiatives.
  • Travel occasionally for short-term assignments, trainings, or special projects.
• Communication, Confidentiality, & Service
  • Provide responsive, professional service to employees, candidates, clients, vendors, and visitors.
  • Handle confidential employee, medical, client, and business information only as necessary for assigned duties.
  • Communicate delays, missing information, supply concerns, or other issues promptly to the appropriate department or leader.
  • Maintain professional working relationships across HR, Operations, Clinical Services, Education & Quality, leadership, and field teams.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree, or relevant administrative experience preferred.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong written and verbal communication skills with professional email and telephone etiquette.
• Strong organizational skills, attention to detail, and demonstrated follow-through.
• Ability to manage multiple priorities, meet deadlines, and adjust to changing business needs.
• Strong travel coordination, expense tracking, recordkeeping, and reconciliation skills preferred.