Office and Facilities Specialist

• Maintain a clean, safe, secure, and welcoming office atmosphere in areas such as reception, conference and training rooms, and common areas.
• Welcome visitors with an upbeat and friendly personality, answering their questions, and directing them to the appropriate destination.
• Maintain records of visitors’ requests and calls received.
• Adhering to security and safety protocols while controlling access via the reception desk, including reviewing the logbook and issuing visitor badges.
• Be the go-to person for ensuring the safety of the office building, including ensuring that employees follow safety procedures for fire alarms, tornado sirens, and other emergency protocols, and maintaining on-site emergency medical equipment.
• Be the point of contact for office vendors, such as FedEx, OfficeMax, and Cintas, and manage contact and price negotiations.
• Assist with tracking the administrative operations budget for reporting.
• Manage the inventory and track costs for office supplies, restocking as needed.
• Ensure that all office maintenance, including plumbing, HVAC, electrical, and cleaning, is adequately maintained.
• Schedule space reservations for meetings, prepare necessary materials, and greet attendees, while also managing any catering arrangements.
• Sort and distribute mail, update calendars, and schedule meetings and interviews when needed.
• Assist with coordinating engagement events with the office culture committee.
• Performing other tasks upon request (including special projects as assigned), remaining flexible and adaptable to changes.

• A minimum of 5 years of experience in Executive Office Support is required for this role.
• An Associate’s 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.
• Exceptional time management skills, self-motivated, willing to learn, and the ability to maintain confidential information.
• Experience working independently as well as part of 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.