Operations Specialist

Primary Tasks/Responsibilities

• Provide general administrative support, including document preparation, copying, filing, data entry, and managing multi-line phone systems.
• Greet and assist patients, clients, and visitors in person and by phone, ensuring a professional and welcoming environment.
• Support front office operations, including appointment scheduling, patient flow, and reception coverage as needed.
• Assist in maintaining adequate front desk coverage and overall site operations.
• Utilize internal communication systems (e.g., paging) for announcements and coordination.
• Support facility operations by maintaining a safe, clean, and organized environment across sites.
• Perform basic facility and office upkeep tasks, including sanitation, minor maintenance, and carpet cleaning as needed.
• Assist with office moves, furniture setup, and equipment installation.
• Manage inventory and supplies, including ordering, tracking, pickups, and coordinating shipping and receiving.
• Oversee mail distribution and specialty printing services.
• Provide support for company vehicle oversight and basic fleet coordination.
• Assist with event setup and breakdown for organizational activities.
• Travel between locations as needed to support operational and site needs.
• Perform other duties as assigned.

Education/Professional

• A High School Diploma or equivalent is required.
• Prior experience in reception, administrative support, or general maintenance is preferred.
• Experience in a healthcare or non-profit environment is preferred.

Knowledge, Skills and Abilities Required

• Proficient in computer applications, including Microsoft Office, with the ability to quickly learn new systems (e.g., electronic medical records).
• Knowledge of confidentiality practices and adherence to HIPAA requirements.
• Strong customer service and communication skills, with the ability to interact professionally and effectively with patients, staff, and visitors.
• Ability to adapt to changing priorities, manage multiple tasks, and work effectively in a fast-paced environment.
• Self-motivated and dependable, with the ability to work independently and exercise sound judgment with minimal supervision.
• Ability to perform physical tasks, including lifting up to 50 lbs., as needed to support operational functions.
• Strong interpersonal skills with the ability to work effectively with individuals from a wide range of backgrounds and experiences.