- Process orders, special orders for Administration building and Telerad department
- Receive orders, inspect for accuracy, and proper approval.
- Organize emails by department/vendor in Paper port.
- Process special orders: source new items via vendor and price; gain proper approval.
- Update purchasing table and inventory management database as needed for new pricing and new item numbers.
- Fax or email PO to the vendor.
- Match sent orders to their original backup emails.
- File PO under appropriate vendor file.
- Match original PO to packing slips, manage backup orders, and file received orders.
- Archive documents once a numerical sequence is complete.
- Complete documentation and allocation within the Acumatica system
- Coordinate bids and new contracts with the proper overseeing authority.
- Update contact information for W9's, in the purchasing system, for changes, terminations and new vendors.
- When shipments are received scan receiver to Accounting server for AP processing.
- Seek manager's approval for any pricing discrepancies prior to order completion, or release to the Accounting department.
- Communicate to all vendors that all price changes must be submitted 7 business days prior to effective change.
- Ensure that cleaning supplies, coffee, water, soft drinks, juices, kitchen and bathroom supplies are ordered and kept in stock.
- Ensure that drink box management is shared, and kitchen supplies are replenished.
- Add new items to the inventory management database, the Non-Stock Excel Spreadsheet and Acumatica's Non-Stock Inventory Module.
- Overseeing the cleaning crew and addressing issues when they arise. Hiring & terminating cleaning crew.
- o Overseeing the shredding needs for all locations.
- Perform tasks related to managing the front desk
- o Greet visitors, and announce their arrival.
- Answer phone calls from main operator line, and forward to proper party.
- Direct phone calls for physicians to the proper location.
- Assist patients who "walk in" with billing inquiries or payments.
- Provide customer service for billing inquiries, and forward account information to the proper party.
- Receive deliveries, and route to the proper party.
- Notarize legal documents as needed.
- Sort and distribute mail on a daily basis to the Administrative office and physician mailboxes.
- Coordinate deliveries to physician with courier.
- Obtain signature for medical records requested for pickup by patient or medical representative.
- Regular and timely attendance.
- Provide back up to SR. Administrative Assistant
- Assist CEO and President when Sr. Administrative Assistant is not available.
- Backup Physician line and CEO line daily.
- Assist in setting up and coordinating physician meetings when asked.
- Set up RA Committee meeting if needed.
- Order lunch/dinner for a scheduled Committee meeting when needed.
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Description
Summary: Responsible for supporting the administration department by managing the front desk, backup to the Sr. Administrative Assistant, and support of the Financial Controller. Keep Cannon building and Telerad supplied with the materials necessary to perform their jobs.Essential Functions:
