Position Purpose: Responsible for the overall coordination of the office facilities and support services while providing administrative support to the entire location.
Education/Experience: High school diploma or equivalent. 2+ years of experience in a related area. Knowledge of the fields concepts, practices, and procedures. Basic knowledge of equipment troubleshooting.
" Oversee storage and destruction of all company records on-site and off-site
" Assist management in coordinating all office services activities and facilities activities
" Work with Corporate IS telecommunications staff and provide on-site contact to maintain effective telephone systems and troubleshoot malfunctions
" Oversee maintenance of all office equipment, including computers, printers, copiers, fax machines
" Key member of planning committee to coordinate new space development and renovation project
" Assist members of management team with problem solving
" May be required to be able to bend, crawl and lift up to 30 lbs on a frequent basis
EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.
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- What is the purpose of this team?
- What is driving this need? (ex. Backfill for FTE or CW, new project, business growth)
- Describe the surrounding team (team culture, work environment, etc.) & key projects.
- Do you have any additional upcoming hiring needs, or is this request part of a larger hiring initiative?
| This position is needed to provide dedicated support for mail processing, front desk coverage, visitor management, and appeals scanning functions that are currently being absorbed by management staff. The ongoing use of leaders to perform these administrative duties is not sustainable and reduces the time available for operational oversight and strategic priorities. The position supports efficient office operations, timely handling of appeals documentation, business continuity, and compliance requirements while allowing management resources to remain focused on core leadership responsibilities.
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| Typical Day in the Role |
- Walk me through the day-to-day responsibilities and a description of the project (Outside of the Workday JD).
- What are performance expectations/metrics?
- What makes this role unique?
| The day to day includes ensuring timely processing of incoming mail, appropriate front-door coverage, and prompt scanning and routing of appeals documentation to support business and regulatory requirements. |
| Candidate Requirements |
| Education/Certification | Required: HS Diploma/GED | Preferred: |
| Licensure | Required: N/A | Preferred: |
Years of experience required: 1-2 years office experience, MS office
Disqualifiers:
Additional qualities to look for: courteous as they will be interacting with a lot of people |
- Top 3 must-have hard skills stack-ranked by importance
| 1 | Organized |
| 2 | Independent Worker |
| 3 | Courteous |
| Candidate Review & Selection |
- Shortlisting process
- Candidate review & selection
- Interview information
- Onboard process and expectations
| Projected Manager Candidate Review Date: | 1-2 days post shortlisting |
Type of Interviews:
| Teams- Cameras on |
| Required Testing or Assessment (by Vendor): | Typing test, basic computers skills test |
| Next Steps |
- Do you have any upcoming PTO?
| No |
- Colleagues to cc/delegate
| N/A |