Office and Facilities Specialist

• Joining the Administrative Support team, reporting to the Sr. Vice President Workforce / Chief of Staff and providing back-up support and coverage to colleagues on the team.
• Welcoming visitors with an upbeat and friendly personality, answering their questions, and directing them to the appropriate destination.
• Maintaining records of visitors’ requests and calls received.
• Maintaining a clean, safe/secure, and welcoming office atmosphere: reception area, conference and training rooms, and common areas.
• Adhering to security and safety protocols while controlling access via the reception desk, including reviewing the logbook and issuing visitor badges.
• Being the go-to person for safety of the office building and ensuring that employees follow safety procedures for fire alarms, tornado sirens, etc., also the maintenance of emergency medical equipment.
• Being the point of contact for office vendors such as FedEx, Office Max, Cintas, etc., also managing the contact and price negotiations.
• Assisting with tracking the Administrative budget for reporting.
• Managing the inventory for office supplies, restocking when needed and tracking costs for these types of items.
• Ensuring the plumbing, HVAC, electrical, cleaning, etc. are all maintained in the office.
• Scheduling space reservations for meetings, preparing materials needed, and greeting attendees, as well as catering management.
• Sorting and distributing mail, updating calendars, and scheduling meetings and interviews when needed.
• Assisting with office events coordination via the culture committee.
• Performing other tasks upon request, remaining flexible and adaptable to changes.

• 5+ years of experience in Executive Office Support is required for this role.
• An Associates’ degree or higher is preferred but not required.
• Ability to display a professional and friendly personality at all times.
• Able to thrive in a fast-paced environment with constantly changing priorities, flexible and adaptive to changing processes and procedures.
• Exceptional oral and written skills, outstanding interpersonal skills, and the ability to work closely with vendors, partners, clients, and senior management.
• Ability to think and act independently, formulate, and support new ideas, and champion new initiatives within and beyond the scope of one's responsibilities.
• Great time management skills, self-motivated, willing to learn, and the ability to maintain confidential information.
• Experience working independently as well as on a team with limited supervision.
• A creative problem solver with an innovative mindset to create mutually beneficial solutions.
• Relentless attention to detail.
• Experience planning, coordinating, and facilitating meetings.
• Proficient in Microsoft Office Suite, specifically Excel, Word, PowerPoint, Outlook, and Teams.

Optime Care provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.