Office Administrator

What You’ll Do

As our Office Administrator, you’ll play a vital role in keeping our office running smoothly and ensuring our team is supported every day. You’ll provide administrative support to the Operations Director and leadership team by drafting letters, memos, and presentation materials, managing incoming and outgoing mail, and maintaining organized filing systems and company records.

You’ll assist with billing by reviewing logs and notes, oversee contact lists, software licenses, and other operational documents, and manage email groups, distribution lists, and account setups. You’ll coordinate travel and lodging arrangements, track expenses and receipts, and handle office maintenance, supply stocking, and vendor relationships.

In addition, you’ll plan team lunches, meet-ups, and events, assist with onboarding new employees to create a welcoming experience, communicate with insurance companies and parents to resolve billing issues, and ensure all company-used software is up-to-date and functioning smoothly.

Essential Functions

• Compose letters, memorandums, presentation materials from verbal direction or from knowledge of organization policy and procedures in an accurate and efficient fashion.
• Process incoming and outgoing mail; file documents appropriately.
• Assist with billing by ensuring reviewing all logs and notes.
• Create and maintain documents and processes that ensure efficiency of the office. Contact lists, software licenses, computer distribution records, etc.
• Manage email distribution lists and create groups, new email creation etc.
• Make travel and lodging arrangements.
• Maintain records and receipts for all company charges.
• Manage office maintenance including cleaning, office supplies, and mail.
• Set up and plan in and out of office events including team lunches, meet-ups, and client & industry events.
• Office-related supply ordering, refilling, and organizing snacks, soda/coffee, office supplies.
• Assist with on-boarding new employees as the company continues to expand. Create common induction experiences for all new employees.
• Manage communications with insurance companies and parents to resolve billing issues.
• Manage all company used software.

Education & Experience

• Associate degree in Business Management or a related field required; bachelor’s degree preferred.
• Minimum of 2 years of administrative or office management experience, preferably in a fast-paced environment.
• Proven proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar applications; familiarity with other office productivity tools is a plus.
• Experience managing billing processes, office supply inventory, and vendor relationships.
• Prior experience coordinating travel arrangements and planning company events.
• Demonstrated ability to maintain accurate records and handle confidential information with discretion.

Work Environment & Physical Demand

• Ability to stand and circulate for extended periods of time.
• Ability to lift and carry up to 25 pounds.
• Moderate to high stress levels.
• Work fluctuates between a clinical, office, and home environment. Regular contact with Parent / Guardian community members and outside agency personnel.
• Hazards: Incumbent may be exposed to contact with individuals displaying physically aggressive, self-abusive, or socially undesirable behavior.
• Ability and willingness to travel between client locations for appointments as assigned in a punctual manner

Position Type/Expected Hours Of Work

This is a full-time position. Days and hours of work are Monday through Friday, hours will fluctuate based on workload and client schedule. Both of our centers are closed on weekends.

Travel

Occasional travel between our two Kissimmee centers.