The Office Administrator will ensure orderly and efficient operation of a fast-growing organization of 250+ people in the HIT industry. The office administrator will create and administer consistent office and purchasing processes and procedures for four locations and remote staff, including ordering/purchasing products and services for the company. The office administrator is highly involved in ensuring each area of the office is organized, furnished, and contains the correct IT equipment. Works with Executive Leadership, and Life (HR), ensuring the needs of the organization are met in a timely manner. Maintains relationships with vendors, and negotiates pricing for the best value to Net Health. Administers the office budget and makes recommendations for the company to receive the best value and service.
Essential Job Functions:
Purchasing of all office and break room supplies and snacks for the Pittsburgh and Altoona office, and furniture as needed.
Evaluates pricing and vendors, negotiates as needed. Makes recommendations for improvements.
Manage the organizational effectiveness of the Pittsburgh office, including conference rooms and shared space. Maintains relationship with building manager for all related services (e.g. cleaning service, office maintenance needs, cleaning and supply of restrooms, snow removal, etc.).
Manages conference room calendars, and makes decisions on scheduling for maximum effectiveness of meeting space. Prepares meeting rooms which may include ordering catering, setup/cleanup, and setting up equipment for executive staff only.
Proposes office policies to Leadership, and communications with staff regarding all office issues.
Administers office processes and purchases for each location, to ensure office needs are met.
Acts as receptionist for Pittsburgh office.
Handles all incoming and outgoing mail and shipping needs.
Executive Leadership Team (ELT)
Schedules executive leaderships’ calendars as requested.
Communicates office issues to Executive team, making recommendations for problem resolution and improvements.
Plans details of executive and board meetings with internal and external guests (room reservations, travel coordination, equipment, catering, etc.).
Assists in the preparation of presentation materials and other administrative tasks. Works on ad-hoc projects with Executive team as requested.
Coordinates needs for new employees, including keys, equipment, furniture, and arranging new office area.
Assists with coordinating all company/staff events as requested, which may include planning/brainstorming, schedule meeting room needs (on site and off), prepare office for visitors and events, provide supply needs, etc. Is a member of Pittsburgh Culture Team.
Administers quarterly Company Store orders for employees. Negotiating with vendors to ensure best pricing and service options. Handles employee payment record and audits order invoices.
Development of procurement procedure with A/P, and manages purchase order system. Educating leadership team on process.
Work with the leasing agent, property management, and the building manager
Coordinate project plans for redesign of office space and for upcoming construction projects in the building (as necessary).
Ensure that project tasks are completed on time and on budget.
Collaborating with engineers, architects etc. to determine the specifications of the project
Initiate and maintain liaison with owners and other contacts to facilitate project activities
Ability to use discretion and keep executive, financial and employee information confidential
Excellent written and verbal communication skills.
High level of confidence to deal effectively with all levels of Leadership and staff, and negotiating with vendors/suppliers/event venues
Must have a high attention to detail, excellent organizational skills, be flexible, and enjoy the administrative challenges of supporting a growing office in a fast-paced industry
Experience with purchasing (supplies, furniture, etc.) and utilizing purchase orders
Advanced knowledge of Microsoft Office Suite and Outlook
2 years:Previous experience in an office administrator or office manager role
Experience with an accounting system like NetSuite, and knowledge of purchasing/purchase order systems
Experience writing office policies and procedures
Experience with travel coordination (flights, hotels)
Net Health is the leader in software solutions for specialized outpatient care. Known for being Experts in The Art of the Right Fit™, our fully interoperable EHR solutions serve eight medical specialty markets. Offering clients an end-to-end solution that includes practice management tools, clinical workflow documentation, revenue cycle management, and analytics, Net Health serves healthcare profe...ssionals in 3,000 urgent care, wound care, physical therapy, speech and language therapy, occupational therapy, occupational medicine, employee health, and workplace medicine facilities. Many of the biggest names in health care use Net Health products and services every day because we’re committed to strengthening patient care, outcomes, and facility performance.
Net Health has corporate offices in Pittsburgh, PA (headquarters), Altoona, PA, and Nashville, TN. Collectively, we are innovative in the way we think, compete, collaborate, and act. We believe in stretching experiences, inspiring environments, and creating beautiful output for clients and employees. Nationally, we're proud to be a member of the Inc. 5000 honor roll, having made their list of fastest growing private companies five times (most recently this year). Our employees' feedback earned us a coveted spot on Modern Healthcare magazine's 2014 Best Places to Work list. Regionally, we've been named among the Best Places to work in both Pennsylvania and Nashville. Employees are here to grow—professionally, personally, and in our communities.