Administrative Assistant

MECA Therapies LLC•Hobbs, NM

About The Position

MECA Therapies, LLC is seeking a dependable and organized Administrative Assistant to support the Regional Director and the daily operations of the assigned region. The position provides administrative and operational support to help ensure the office operates efficiently and professionally. It serves as a key point of contact for employees, families, visitors, referral sources, and community partners while supporting office organization, records, supplies, equipment, meetings, and other regional administrative needs. The role also supports regional compliance and quality assurance activities by maintaining accurate records, handling confidential information appropriately, following company policies and applicable requirements, and helping ensure that required office forms, supplies, equipment, and materials are available and current. MECA Therapies describes itself as New Mexico’s largest pediatric rehabilitation provider and a mission-driven organization focused on improving access to quality pediatric services throughout the state.

Requirements

High school diploma, GED, associate degree, or equivalent administrative experience.
Strong organizational, recordkeeping, and time management skills.
Effective verbal and written communication skills.
Proficiency with Microsoft Office and computer/database systems.
Ability to multitask, prioritize responsibilities, and work independently.
Professional, friendly, and service-oriented demeanor.
Ability to maintain confidentiality and handle sensitive information appropriately.
Reliable, punctual, and able to work effectively as part of a team.

Nice To Haves

Previous administrative or office management experience.

Responsibilities

Answer incoming calls, take messages, respond to inquiries, and direct calls to appropriate staff.
Greet and assist families, visitors, referral sources, and employees.
Maintain office sign-in/sign-out procedures and distribute incoming mail and fax communications.
Maintain office, janitorial, clinical, and administrative supplies and request replenishment as needed.
Maintain current intake packets, forms, evaluation materials, handbooks, and required program documents.
Support office technology, including computers, copy machines, postage equipment, and other assigned equipment.
Track laptops, IDA kits, hearing equipment, and other regional equipment and report repair or replacement needs.
Complete administrative tasks related to new hires, including required acknowledgments, access codes, equipment, and onboarding documentation.
Deactivate building access and assist with equipment collection when employees separate from MECA.
Assist with payroll and billing audits for assigned or outlying regions.
Prepare conference rooms, meeting materials, and attendance documentation for staff meetings and trainings.
Maintain office safety procedures, including monthly fire extinguisher checks and daily opening and closing procedures.
Organize and maintain exited FIT files and other records in accordance with company procedures.
Maintain and update policies, procedures, forms, and required office materials as needed.
Provide administrative support to the Regional Director and Assistant Regional Director.
Maintain accurate and organized administrative records.
Handle confidential employee, family, and company information appropriately.
Follow MECA policies and procedures and applicable local, state, and federal requirements.
Support regional audits, documentation reviews, and quality assurance activities.
Ensure required office forms, supplies, equipment, and materials are available and current.
Perform other duties as assigned.