Statement of Purpose : The Operations Specialist supports the day-to-day operations of multiple sites by providing administrative support, front office coverage, and basic facilities coordination. This role ensures efficient operations and a consistent, high-quality experience for patients, staff, and visitors. Primary Tasks/Responsibilities: Provide general administrative support, including document preparation, copying, filing, data entry, and managing multi-line phone systems.
Greet and assist patients, clients, and visitors in person and by phone, ensuring a professional and welcoming environment. Support front office operations, including appointment scheduling, patient flow, and reception coverage as needed. Assist in maintaining adequate front desk coverage and overall site operations. Utilize internal communication systems (e.g., paging) for announcements and coordination.
Support facility operations by maintaining a safe, clean, and organized environment across sites. Perform basic facility and office upkeep tasks, including sanitation, minor maintenance, and carpet cleaning as needed. Assist with office moves, furniture setup, and equipment installation. Manage inventory and supplies, including ordering, tracking, pickups, and coordinating shipping and receiving. Oversee mail distribution and specialty printing services.
Provide support for company vehicle oversight and basic fleet coordination. Assist with event setup and breakdown for organizational activities. Travel between locations as needed to support operational and site needs. Perform other duties as assigned. Education/Professional: High School Diploma or equivalent required. Prior experience in reception, administrative support, or general maintenance preferred.
Experience in a healthcare or non-profit environment preferred. Knowledge, Skills and Abilities Required: Proficient in computer applications, including Microsoft Office, with the ability to quickly learn new systems (e.g., electronic medical records). Knowledge of confidentiality practices and adherence to HIPAA requirements. Strong customer service and communication skills, with the ability to interact professionally and effectively with patients, staff, and visitors.
Ability to adapt to changing priorities, manage multiple tasks, and work effectively in a fast-paced environment. Self-motivated and dependable, with the ability to work independently and exercise sound judgment with minimal supervision. Ability to perform physical tasks, including lifting up to 50 lbs., as needed to support operational functions. Strong interpersonal skills with the ability to work effectively with individuals from a wide range of backgrounds and experiences.
Requirements: Must possess and maintain valid Florida driver’s license and proof of insurance Must have reliable transportation Must pass necessary fingerprinting, Level II background checks and employment eligibility verification through the U. S. Department of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp .