Office Coordinator
At Tri-Imaging Solutions, we're at the forefront of medical imaging innovation, and our regional teams keep that work moving. As the Office Coordinator, you'll be the organizational backbone of the region. You'll handle the administrative and clerical detail so our Directors, Regional Directors and VPs can focus on serving our customers.
Key Responsibilities include but are not limited to:
- Partner with the Regional Director of Operations and support Directors and regional personnel wherever you're needed.
- Help HR welcome new hires to the region by supporting on-boarding and maintaining employee files at site locations.
- Keep regional paperwork on track, including contracts and amendments, technical training, AAMI certifications, and customer satisfaction surveys.
- Process and maintain payroll records for the region and department as needed.
- Train regional personnel on the electronic time clock system and the clinical equipment database management system, and serve as their go-to resource.
- Coordinate travel arrangements for regional personnel.
- Attend regional and department staff meetings and capture clear, accurate minutes.
- Prepare confidential reports, periodic statistical reports and written summaries.
- Complete the computer-generated forms and documents the department and region run on, and operate a variety of office equipment.
- Bring sound judgment to complex clerical problems.
- Prepare, maintain, check and file the statements, tabulations and reports for the region and department.
- Gather data on facility operations, verify that it's accurate and complete, and classify and summarize it by established categories.
- Support purchasing by ordering parts, issuing POs, and routing vendor invoices and POs to Accounts Payable.
- Enter data accurately in our computerized maintenance management system (CMMS).
- Manage and maintain the regional on-call schedules.
- Be the friendly first point of contact: greet and escort visitors, answer routine questions within facility and regional policy, and serve as receptionist for the department as needed.
- Schedule appointments and screen visitors and phone calls for the department.
- Read and route incoming mail, pull the files department leaders need to answer correspondence, and compose and route routine correspondence and records.
- Pitch in on other clerical duties that keep the department and region running smoothly.
- Create, review and update work instructions and other quality-related documents, and follow all processes to ensure ISO 13485 compliance.
Job Requirements:
Education and Experience
- A high school diploma or GED is preferred, or an equivalent combination of education and experience.
Knowledge, Skills, and Abilities:
- You communicate clearly and confidently, both in writing and in presentations.
- You can juggle multiple tasks and know how to set priorities.
- You stay organized and adaptable in a fast-changing environment.
- You bring initiative, accountability, flexibility and leadership to your work.
- You have a thorough knowledge of contract administration and office procedures.
- You use your knowledge of the work environment to help the team meet its goals and objectives.
Equipment & Technology Usage
- Computers/Laptops: For daily tasks, communication, and project management.
- Monitors: Larger or multiple screens for enhanced productivity.
- Printers/Scanners: For printing documents and scanning files.
- Phones/Headsets: For calls, meetings, and communication.
- Collaboration Software: Tools like Microsoft Teams, Slack, and Zoom for team communication and meetings.
- Office Software: Microsoft Office Suite (Word, Excel, PowerPoint) for documentation and data management.
- File Storage/Sharing: Cloud platforms like Google Drive or OneDrive for file storage and collaboration.
- Video Conferencing Tools: Zoom or similar platforms for virtual meetings.
Physical Job Requirements
- Sitting: Must be able to sit for extended periods, up to 6-8 hours per day.
- Standing/Walking: Occasionally required for short durations (e.g., when moving between office spaces or retrieving files).
- Lifting/Carrying: Occasionally required to lift office supplies, files, or equipment weighing up to 15-25 lbs.
- Reaching/Handling: Frequent use of hands and arms for typing, filing, and handling office materials.
- Speaking/Hearing: Regular communication with colleagues, clients, and vendors in person, over the phone, and via video conferencing.
- Vision: Must be able to read printed documents and digital screens for prolonged periods.
Work Environment/Exposure to Environmental Conditions
- Indoor, Climate-Controlled Environment: Most office positions are in indoor workplaces with regulated temperature, lighting, and ventilation.
- Standard Office Equipment: Employees use computers, phones, printers, scanners, and other office-related tools.
- Ergonomic Workstations: Desks, chairs, and computer setups are designed to support comfort and productivity.
- Quiet to Moderate Noise Levels: Open-plan offices may have more background noise, while private offices are quieter.
- Ergonomic Risks: Prolonged sitting, screen exposure, and repetitive tasks may require ergonomic adjustments.