RareMed Solutions
Job Description
Job Description
Location: Onsite in Pittsburgh, PA
Classification: Non-Exempt
Status: Full-Time
Purpose:
The Office Coordinator provides administrative oversight, event and travel coordination, general office support, and acts as the administrative assistant for the executives of company. The Office Coordinator will work with a diverse group of internal and external stakeholders to coordinate and deliver on assigned responsibilities. In addition, the Office Coordinator Manager / Administrator will also support the senior leadership team and will assist with special projects as needed. This role reports to the Vice President, Business Operations.
Responsibilities:
Greet all guests of the facility as the receptionist, serving as point of contact for on-site needs for colleagues in remote role, answering calls and processing voicemails, and directing them to the appropriate teams Provide excellent phone etiquette and customer service to callers and visitors Manage all general voicemails and distribute to the appropriate program / department Coordinate meetings, conferences, and special events, arranging for shipment of resources,
catering/refreshments,
and coordination of other vendors as needed Coordinate space planning and utilization of internal/common office resources amongst internal customers Oversee and coordinate daily office activities including greeting visitors, preparing refreshments, stocking printers, maintaining a clean and organized facility, tidying office spaces, cleaning dishes and beverage equipment, and emptying garbage receptacles if necessary between janitorial visits Prepare meeting spaces both on- and off-site to support meetings, conferences, and events, including preparation and distribution of
catering/refreshments,
flatware, etc.; provide after-event clean-up support Coordinate travel arrangements for staff, including flights, accommodations, and transportation; prepare itineraries and ensure all travel-related needs are met; support on-site travel arrangements for out-of-town executives visiting headquarters’ Provide administrative support to executive leadership and assist with various tasks as needed Maintain inventory of office supplies, pharmacy supplies, and refreshments, and process orders to replenish as necessary Perform or facilitate maintenance of office equipment (not maintained by the technology department) including cleaning, maintenance, and repairs Serve as building/facility point of contact for repairs, maintenance, and service, including providing periodic off-hours support to facilitate such interactions Ensure the building / facility permits are up to date and annual inspections are conducted Manage the relationship with external vendors for building / facility Schedule and attend department meetings, ensuring the capture of minutes Send, receive, sort, and forward mail from multiple locations; accept office deliveries as necessary; deliver packages to logistics vendors as necessary; manage PO boxes for clients Provide clerical support when needed to assist program staff with assigned administrative duties such as preparation of documents, ordering branded supplies and sorting and distribution of mail Assist HR with administering the safety program, ensuring the equipment is inspected regularly and assisting with planning fire drills and additional safety training Assist HR with supporting new hires during onboarding, orientation events, internal engagement planning,
milestone/achievement
recognition, and on-site company store pickups Assist with special projects as needed
Required Qualifications: This position is located onsite and is not hybrid or remote High school diploma or equivalent; associate or bachelor's degree in business administration or related field is a plus 3+ years' experience as an office administrator, office manager, or similar role Experience coordinating corporate travel is required Excellent verbal and written communication skills Excellent interpersonal and customer service skills Excellent organizational skills and attention to detail Excellent time management skills with a proven ability to meet deadlines Proficiency in office software (Microsoft Office Suite, email, calendar management) Knowledge of how to use office equipment (multi-line telephones, fax machine, copier)
Preferred Qualifications: Ability to handle multiple tasks and prioritize effectively in a fast-paced environment Problem-solving skills and a proactive approach to addressing challenges
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the job.
Job Description
Location: Onsite in Pittsburgh, PA
Classification: Non-Exempt
Status: Full-Time
Purpose:
The Office Coordinator provides administrative oversight, event and travel coordination, general office support, and acts as the administrative assistant for the executives of company. The Office Coordinator will work with a diverse group of internal and external stakeholders to coordinate and deliver on assigned responsibilities. In addition, the Office Coordinator Manager / Administrator will also support the senior leadership team and will assist with special projects as needed. This role reports to the Vice President, Business Operations.
Responsibilities:
Greet all guests of the facility as the receptionist, serving as point of contact for on-site needs for colleagues in remote role, answering calls and processing voicemails, and directing them to the appropriate teams Provide excellent phone etiquette and customer service to callers and visitors Manage all general voicemails and distribute to the appropriate program / department Coordinate meetings, conferences, and special events, arranging for shipment of resources,
catering/refreshments,
and coordination of other vendors as needed Coordinate space planning and utilization of internal/common office resources amongst internal customers Oversee and coordinate daily office activities including greeting visitors, preparing refreshments, stocking printers, maintaining a clean and organized facility, tidying office spaces, cleaning dishes and beverage equipment, and emptying garbage receptacles if necessary between janitorial visits Prepare meeting spaces both on- and off-site to support meetings, conferences, and events, including preparation and distribution of
catering/refreshments,
flatware, etc.; provide after-event clean-up support Coordinate travel arrangements for staff, including flights, accommodations, and transportation; prepare itineraries and ensure all travel-related needs are met; support on-site travel arrangements for out-of-town executives visiting headquarters’ Provide administrative support to executive leadership and assist with various tasks as needed Maintain inventory of office supplies, pharmacy supplies, and refreshments, and process orders to replenish as necessary Perform or facilitate maintenance of office equipment (not maintained by the technology department) including cleaning, maintenance, and repairs Serve as building/facility point of contact for repairs, maintenance, and service, including providing periodic off-hours support to facilitate such interactions Ensure the building / facility permits are up to date and annual inspections are conducted Manage the relationship with external vendors for building / facility Schedule and attend department meetings, ensuring the capture of minutes Send, receive, sort, and forward mail from multiple locations; accept office deliveries as necessary; deliver packages to logistics vendors as necessary; manage PO boxes for clients Provide clerical support when needed to assist program staff with assigned administrative duties such as preparation of documents, ordering branded supplies and sorting and distribution of mail Assist HR with administering the safety program, ensuring the equipment is inspected regularly and assisting with planning fire drills and additional safety training Assist HR with supporting new hires during onboarding, orientation events, internal engagement planning,
milestone/achievement
recognition, and on-site company store pickups Assist with special projects as needed
Required Qualifications: This position is located onsite and is not hybrid or remote High school diploma or equivalent; associate or bachelor's degree in business administration or related field is a plus 3+ years' experience as an office administrator, office manager, or similar role Experience coordinating corporate travel is required Excellent verbal and written communication skills Excellent interpersonal and customer service skills Excellent organizational skills and attention to detail Excellent time management skills with a proven ability to meet deadlines Proficiency in office software (Microsoft Office Suite, email, calendar management) Knowledge of how to use office equipment (multi-line telephones, fax machine, copier)
Preferred Qualifications: Ability to handle multiple tasks and prioritize effectively in a fast-paced environment Problem-solving skills and a proactive approach to addressing challenges
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands:
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands and fingers, handle or feel; and reach with hands and arms.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the job.