Administration Assistant

NOVO•Louisville, KY

4d•Onsite

About The Position

NOVO Health Services is seeking an organized and dependable Administration Assistant to support daily administrative and office functions at its Louisville facility. The role serves as the consistent onsite presence and primary point of contact for office-related matters, supporting office operations, billing, invoicing, contracting, purchasing, tracking systems, customer communication, events, and community relations. The position also reviews reports and supports leadership and staff. The ideal candidate can balance multiple priorities in a fast-paced environment and reflects NOVO Health Services' cultural values.

Requirements

High school diploma or equivalent work experience.
Strong work ethic, initiative, and customer service mindset.
Excellent written and verbal communication skills, with strong listening skills and empathy.
Effective problem-solving skills in individual and group settings.
Ability to use a participative approach, prioritize tasks, and manage within budget.
Strong administrative, organizational, and follow-through abilities.
Proficiency in Microsoft Office.
Skills in reporting and process management.
Willingness to travel occasionally, up to 10%.
Ability to sit, use a computer, and perform data entry for extended periods.
Ability to perform the physical requirements of the position with or without reasonable accommodation.
Ability to work onsite at the Louisville facility, with occasional interaction with plant and production environments potentially required.
Ability to perform in a fast-paced environment with shifting priorities.
Collaborative, participative approach to problem-solving; analytical mindset in reviewing reports and identifying trends; and sound judgment and discretion handling billing, contract, and customer information.

Nice To Haves

Associate degree or additional coursework in business or office administration.
Previous experience in an office administration, coordinator, or billing/invoicing role, ideally in an industrial, manufacturing, or healthcare services environment.
Experience with ABS or similar billing/linen management systems and RFID or asset-tracking processes.
Experience planning events or supporting community outreach.

Responsibilities

Organize and manage office operations and procedures, including correspondence, filing systems, and supply requisitions.
Maintain office efficiency through effective systems, workspace layouts, and equipment procurement.
Establish, implement, and monitor office policies and procedures.
Submit and track work orders for damaged or leased office equipment.
Serve as the consistent onsite presence and primary point of contact for office-related matters.
Perform additional ad hoc responsibilities delegated by HR, the HR Safety Manager, or other senior leadership.
Manage linen processing and billing using the ABS system.
Support invoicing and contracting activities, ensuring accurate and timely documentation.
Administer and maintain the Purchase Order process.
Oversee the RFID and scrubs tracking process.
Assist customers in resolving issues related to shortages or mis-deliveries.
Support clear, professional customer communication on behalf of the Louisville facility.
Coordinate company events and serve as a community liaison for the facility.
Review and analyze reports, summarize key insights, identify trends, and keep leadership informed.
Mentor staff and encourage creativity and innovation in daily operations.
Perform other duties as assigned based on business and operational needs.