We are seeking a dependable and service-oriented Office Coordinator to support the day-to-day operations of our facility. This role is essential to ensuring our teams have the resources and support they need to provide exceptional patient care. If you are passionate about organization, collaboration, and creating exceptional experiences for both patients and staff through thoughtful office coordination, you'd be a great addition to our team.

Our dedicated operations teams work behind the scenes to bring our shared mission to life. Each department delivers their own set of strengths which empower our clinicians to focus on their expertise, and ultimately perform the meaningful work that we do. 

Location/schedule: This position is fully onsite at our Northbrook office, Monday through Friday 8am-4pm

What You'll Do: 

• Coordinates office supplies; responsible for ordering, stocking, organizing and tracking deliveries for office and kitchen supplies.
• Coordinates and facilitates onsite deliveries and works with appropriate vendors for ongoing needs.
• Assists in improving process whereby leaders and staff can obtain supplies in a timely manner.
• Respond to maintenance tickets in a timely manner
• Coordinates site specific office furniture and works with appropriate leadership team members for ongoing needs.
• Coordinates with finance department to reconcile invoices, track payments, receipts and process invoices.
• Oversees onsite maintenance visits.
• Ensures comfortable office/facility working environments; including thermostat adjustments and updating facility maps/ interior signage needs.
• General clerical duties, including; organizing information by receiving and distributing communications materials; collecting and mailing correspondence; copying/scanning documents; processing FedEx shipments & return labels for documents; and maintaining stock of original facility paperwork/documentation and transposing electronically.
• Assists in updating office labeling door discs & seating/furniture plans when needed.
• Coordinates schedule for shredding bins and monthly visits.
• General office/facility scheduling.
• Assist with staff office lunch orders, medical drug representative/prescriber lunches and scheduled tours.
• Coordinate new hires including; office seating, badge photos, badge printing, new hire basket & tour building while going over operational procedures for the building.
• Perform other related duties as required and assigned.

 Who You Are:

• Office Coordinator that shares the team's sense of urgency about the need to improve patient experience through facility/office coordination. 
• High school diploma required; Bachelor's Degree preferred.
• At least 1-3 years of work experience in an office coordination or administrative capacity.
• Strong project coordination skills paired with the ability to synthesize information from a variety of sources.
• Acute attention to detail and a focus on efficiency.
• Excellent communication skills and time management skills.
• A strong sense of integrity and compassion coupled with the ability to work within a clinical environment.
• Proven ability to work collaboratively and professionally with a diverse group of associates, peers, directors, suppliers, clients and customers.
• Proficient with Microsoft Office (especially Excel and Word) and Adobe.