We are currently looking for a part-time office coordinator to join our team in South Bend. This position offers a flexible work schedule of 20-25 hours per week, in office, making it an ideal opportunity for individuals seeking a job with work-life balance.
Company Description:
Harmony Healthcare IT (HHIT) is a data management firm that moves and stores patient, employee, and business records for healthcare organizations. To strengthen care delivery and improve lives, vital information is preserved and managed by HHIT in a way that keeps it accessible, releasable, usable, interoperable, secure, and compliant.
HHIT has established core values for the workplace. This helps to maintain a culture of excellence and provides guidance in our daily work.
HHIT’s core values are:
- Do the right thing
- Be easy to work with
- Exceed expectations
- Serve humbly
- Never stop improving
Position Summary:
The Office Coordinator is an important role within our Company. This role is responsible for ensuring the smooth and efficient operations of our office while fostering a positive work environment. This position involves a wide range of administrative and clerical tasks to support the overall success and day-to-day operations of the office. The Office Coordinator must be dependable, organized and have the ability to effectively manage multiple responsibilities in a fast-paced growing company. This is an in-office local to South Bend role. This role is not eligible for hybrid or remote work.
Primary Responsibilities:
- Greet and assist visitors, clients, and employees, providing exceptional customer service and maintaining a professional and welcoming office environment.
- Organize and maintain office supplies and equipment, monitoring inventory levels and placing orders as needed
- Working closely with the canteen company and maintaining coffee machines
- Working with the property manager for the building to maintain safe and comfortable working conditions
- Manages company travel and trains new employees on expense tracking software
- Works with Marketing to maintain proper inventory and ordering of HHIT swag
- Takes the lead in planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations
- Manage incoming and outgoing mail and packages, distributing them to the appropriate recipients.
- Leads the companies Social Committee and events
- Support HR activities, including assisting with onboarding activities, new hire packages, employee recognition programs, anniversary cards, etc., ensuring accuracy and confidentiality.
- Perform general administrative duties, such as data entry, maintaining office cleanliness, ordering, and picking up lunch, company shopping needs
- Maintain and updating employee information in various learning management systems, ensuring accuracy and confidentiality
- Collaborate with other team members to plan and execute office events, meetings, and initiatives
- Complete other duties as assigned
Required Skills/Abilities:
- Excellent communication skills both written and spoken
- Strong problem solving and analysis skills
- Strong interpersonal skills
- Excellent organizational skills and attention to detail
- Excellent time management skills
- Team player
- Drive to complete project work on time
- Ability to effectively prioritize and handle multiple tasks and projects
- Ability to prioritize tasks and work independently with minimal supervision.
Education & Experience:
- Associates degree or equivalent experience
- Proven experience in an administrative or office support role.
- Proficient in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools.
Other:
- Willing and ready to exemplify HHIT’s core values on a daily basis
- Responsible for protecting data entrusted to HHIT by customers or other parties by strictly adhering to HHIT’s data security and privacy policies and procedures, as well as HIPAA, PIPEDA and all other applicable law.
- Speaking and writing English is a requirement for this position
- Must be authorized to work in the United States
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 15 pounds at times