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Job Number: 2173663

Solid temp to perm opportunity with a Medical Management client in Walnut Creek. This position has opened as a direct result of a previous candidate being promoted up within the company! The Administrative Coordinator provides support to leadership with scheduling meetings, recording minutes, preparing, and distributing materials, and organizing events. Ensures the office operates smoothly and efficiently by acting as the point person for office maintenance, incoming calls, filing mail, shipping packages, ordering supplies/equipment, coding invoices.

ESSENTIAL DUTIES AND RESPONSIBILITIES - Other duties may be assigned.

  • Manages incoming phone calls, faxes, deliveries, and mail.
  • Manages a broad range of administrative tasks for members of Senior Management
  • Coordinates the scheduling of meetings, gathers agenda items and materials as required and prepares and distributes finalized agenda and minutes, as appropriate.
  • Assists with administrative tasks, emails, coordinating conference and reading room calendars, and other special projects in support of other departments and Physicians as needed.
  • Orders lunches for meetings as needed.
  • Ensures files are maintained and properly marked and accessible for immediate use.
  • Coordinates travel arrangements including transport and hotel accommodations.
  • Acts as meeting planner for board, executive management, and committees which the President and Senior Management participate
  • Sets up meeting rooms including ensuring audio/video requirements are met and arrangements for refreshments are made, as necessary.
  • Organizes company events such as Holiday party, employee appreciation and quarterly birthday celebrations.
  • Orders office supplies and furniture as needed.
  • Prepares letters, presentations, and reports.
  • Codes invoices on a regular basis.
  • Submits building maintenance requests.
  • Processing, sending and collection of Outside billing.
  • Notification to health plans of new and terminated physicians.
  • State and Federal mandatory health plan directory updates.
  • Field phone calls for physician demographic information.
  • Sending bulk DocuSign documents for Contracting department.
  • Back-up for physician contracts with Senior Contract Administrator is out.
  • Provide documents from Compliatric to senior management upon request.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Excellent oral and written communication skills commensurate with top executive interactions

  • Strong information gathering and monitoring skills
  • Excellent judgment and decision-making skills
  • Excellent organization and planning skills
  • Demonstrates experience and ability to work independently and on a team with strong initiative
  • Demonstrates professionalism, discretion, diplomacy, attention to detail and follow-through.
  • Must have a track record of handling sensitive information with the highest level of professionalism and confidentiality.
  • Enthusiastic, collaborative workstyle, inquisitive attitude, flexibility, creativity, focus on excellence and overall 'great-to-work with' demeanor.
  • Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

EDUCATION AND/OR EXPERIENCE

High school diploma or general education degree (GED); three years of similar or related experience in an administrative support capacity.


About Nelson Connects:

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