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Form of workEmeryville, CA - Seeking Office Services Coordinator
Everybody Has A Role To Play In Transforming Healthcare
If you want to be part of changing healthcare to better serve patients, you are in the right place. With Vituity you will join a team of individuals dedicated to our culture of caring and work to develop and implement innovative solutions, while tackling some of the healthcare industry's most challenging situations from the inside.
Join the Vituity Team. At Vituity, our core values matter. We embody a Culture of Caring by approaching every human interaction with compassion and heart. With a Servant Leadership philosophy, we focus on what we can accomplish when we put our patients and colleagues first. An Ownership Mentality means we all have mutual accountability to drive positive change for Vituity as a whole. Finally, our focus on Innovation enables all of us to re-imagine healthcare and bring about lasting change. Ultimately, we are unified around the common purpose of transforming healthcare to improve lives, and we believe everyone has a role to play in that. Help us shape the future of healthcare.
Vituity Locations: Vituity has opportunities at 450 practice locations across the country, serving 8 million patients a year. With Vituity, if you ever need to move, you can take your job with you.
The Opportunity
- Greet visitors as soon as they arrive and connect them with the appropriate party.
- Inform employees of visitors' arrivals or cancellations.
- Coordinate with Building Security of visitors and estimated arrival times.
- Manage visitor and training/event check in device(s).
- Direct and process shipping and receiving of all parcels, mail, and onsite vendor delivery.
- Manage parking instructions for visitors and maintain appropriate records.
- Point of contact for security access.
- Responsible for meeting room set-up and take-down (furniture and AV equipment).
- Responsible for office maintenance of professional & well-ordered standards.
- Responsible for addressing facilities inquiries or requests from employees or vendors in a timely manner (verbal or ticketing system).
- Move and assemble office furniture as required.
- Lead furniture etc. reconfiguration and changes with vendors.
- Responsible for on-site storage requirements and maintain organized on-site storage areas.
- Responsible for stocking and maintaining inventory of all kitchens, common areas, and meeting rooms.
- Onsite contact for space planning requests.
- Manage catering orders for meetings and events.
- Responsible for maintaining office standards that includes clean up and reconfiguration of furniture.
- Administrator within work order portals to submit requests that involve maintenance, janitorial, and engineering services.
- Collaborate closely with clients and stakeholders to provide technical direction and coordination that supports the clients vision and goals.
- Assist meeting organizers with the delivery of video and audio for presentations, live streams, and webinars that occur.
- Provide direct event support by operating video cameras, audio mixers, and ensuring presentation materials are queued and accurately displayed.
- Maintain inventory and proper condition of audio and visual equipment including projectors, laptops, tablets, printers, cameras, lights, recording devices, video and phone conferencing units, microphones, catch boxes, and cables.
- Assist in identifying day-of audio-visual support needs. Train onsite audio-visual support team, organize daily workflow, and provide set-up and technical instructions.
- Coordinate with remote technical support for troubleshooting.
- Obtain multiple quotes and service terms to determine and recommend the best vendor selection.
- Coordinate with onsite staff to ensure interruption to office is minimal.
- Collaborate with internal departments, property managers and landlords for approvals and documentation.
- Evaluate site location specific needs and make recommendations.
- Research and recommend vendor selections for services needed.
- Provide timely feedback to vendors and ensure services meet expectations, escalate as necessary to vendor contacts.
- Ensure vendor completion of services and/or goods delivered to Vituity standards.
- Assist Safety Committee and Emergency Response planning and communications.
- Lead and facilitate all badging access management and security needs.
- Lead and facilitate all HiTrust requirements and reporting.
- Ensures safety program and goals are implemented and carried out in assigned areas of responsibility; enforces compliance with all applicable environmental health laws, regulations, and guidelines.
- Provides technical assistance to staff in work methods, use of tools and equipment and relevant safety precautions.
- Enforces safe practices throughout the facility.
- Coordinates with building management for fire drills.
- Oversees the maintenance of fire extinguishers and meets with fire marshals for inspections, as needed.
Required Experience and Competencies
- HS Diploma required.
- 3-5 years' experience working in hospitality, event coordination, facilities/maintenance with increasing responsibility or related field, for a corporate office. Experience managing or coordinating projects within a matrixed environment required.
OR - A combination of education and work experience that demonstrates the attainment of the required competencies required.
- Associate's degree in related field of study; or equivalent professional work experience preferred.
- Certificate from a trade or vocational school related to building maintenance or similar preferred.
- 2-5 years project and vendor management experience preferred.
- Experience in video, sound or new media in a corporate environment preferred.
- Knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
- Excellent written and oral communication skills to effectively communicate with a wide variety of audiences.
- Ability to demonstrate effective customer service techniques.
- Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
- Ability and willingness to provide customer-centric assistance in a timely and professional manner.
- Ability to complete assignments with attention to detail and high degree of accuracy.
- Solid time management and problem-solving skills.
- Ability to be pro-active by seeking out opportunities to help rather than waiting to be asked.
- Works effectively and efficiently independently and in a collaborative team environment.
- Flexible and adaptable to an ever-changing environment.
- Ability to travel for company business.
- Able to work overtime to meet business needs.
- Ability to identify trends and communicate with manager or leadership team.
- Strong organizational skills.
- Possess a professional demeanor.
- Self-motivated to work independently.
- Ability to work collaboratively with other departments.
- Knowledge of audio and visual equipment and the interconnectivity of equipment, systems, and related peripherals.
- Knowledge of audio and visual technical terminology to effectively communicate with venue's audio and visual team.
- Knowledge of and adherence to Vituity's policies.
The Community
Even when you are traveling or working remotely, you are an important part of the Vituity Community. We offer plenty of opportunities to engage with other Vitans through a variety of virtual meet-and-greets, events and seminars.
- Monthly wellness events and programs such as yoga, HIIT classes, and more.
- Trainings to help support and advance your professional growth.
- Team building activities such as virtual scavenger hunts and holiday celebrations.
- Flexible work hours.
- Opportunities to attend Vituity community events including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more.
Benefits & Beyond*
Vituity cares about the whole you. With our comprehensive benefits package, we are mindful of what matters most, and support your needs of today and your plans for the future.
- Superior health plan options
- Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
- Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%
- Outstanding Paid Time Off: Four weeks' vacation, Paid holidays, Sabbatical
- Student Loan Repayment Program
- Professional and Career Development Program
- EAP, travel assistance and identify theft included
- Wellness program
- Commuter Benefits Program
- Diversity, Equity and Inclusion (DEI) initiatives including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more.
- Purpose-driven culture focused on improving the lives of our patients, communities, and employees.
Salary range for this role is $18.51 - $22.62 per hour. Please speak with a recruiter for more information.
We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. We know that when we work together across sites and specialties as an integrated healthcare team, we can exceed the expectations of our patients and the hospitals and clinics we work in. If you are looking to make a difference, from clinical to corporate, Vituity is the place to do it. Come grow with us.
Vituity appreciates differences; our dedication to diversity, equity and inclusion is at the heart of our organization. Vituity does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Vituity is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity.
*Benefits for part-time and per diem vary. Please speak to a recruiter for more information.
Applicants Only. No agencies please.
