Office Assistant - Job Description

Updated 09.06.2024

www.gotohealthxl.com/careers

Overview

HealthXL provides Virtual Care Services, specifically Chronic Care Management (CCM) and Remote Patient Monitoring (RPM), in accordance with CMS guidelines. The Office Assistant (OA) is responsible for answering incoming calls using a multi-line phone while maintaining efficient day-to-day operations of the office. The OA is the primary point of contact for physical security of the office and maintenance. This full-time, in-office role reports to the Director of Talent Success and is based in Tampa, Florida.

Responsibilities

Incoming Calls Operator

• Answers and directs phone calls in a timely and polite manner using multi-line phone
• Maintains answer rate of 95% during business hours
• Returns missed calls within 1 business hour and handles appropriately
• Takes and forwards thorough messages when unable to connect caller as requested
• Verifies and reports monthly call statistics using 8x8 Analytics

Office Operations

• Manages entry door alarm codes
• Primary contact for all office related product and services vendors (e.g., alarm, office equipment, water, deliveries, and subscriptions)
• Checks mailbox daily, and processes mail as appropriate
• Reviews and approves all office related bills; scans, and forwards to A/P contact for payment
• Ensures annual inspection of fire alarm is performed by Fire Department
• Changes furnace filters monthly
• Maintains inventory of and orders office supplies as needed. Ensures reasonable stock is on hand at all times
• Ensures office keys are issued to team members as needed and accounted for. Has new keys made as necessary
• Ensures keys, and office equipment are returned immediately by terminated employees, and alarm codes are changed
• Ensures new hire’s office areas are set up and ready by start date
• Ensures weekly office trash removal

Operational Support

• Tracks, orders, and maintains adequate inventory of computer equipment (monitors, headsets, mice, cables, etc.) for all employees (remote and onsite)
• Creates shipping labels (FedEx/USPS), drops boxes/envelopes at facility or arranges for pick up, ensuring on-time delivery
• Schedules candidate interviews and sends assessments
• Facilitates Onboarding tasks for all new hires and ensures information is kept up-to-date
• Tracks birthdays and prepares birthday cards for signature & mailing
• Keeps employee contact list updated, including FT/PT classifications
• Keeps personal info list updated, including current home address
• Maintains list of clinical credentials; tracks active/valid status
• Coordinates ordering and mailing of holiday gifts to all employees
• Orders business cards for new hires and reorders
• Sends travel profiles to new hires, and candidates, ensures travel arranged by JD travel department (Margie)
• Sends rewards and recognitions to recipients as requested by management

Qualifications

• Demonstrates iCARE values: Integrity, Growth, Excellence
• Prior customer service experience handling high volume of incoming calls.
• Excellent communication skills and phone etiquette
• Demonstrates empathy when speaking with patients
• Prior experience in an office role, preferably with diverse responsibilities
• Ability to handle multiple competing priorities, manage inventories, and track due dates
• Proficient use of Microsoft Office Suite (Excel/Word/Outlook)

Benefits

• Competitive pay with regular increases
• Medical/Dental/Eye Insurance - Great coverage, low premiums
• Earn 80 hours PTO annually
• 11 paid holidays
• 401(k)
• Life Insurance