Administrative Office Coordinator

WOMENS HEALTHCARE ASSOCIATES LLC•Tigard, OR

1d•$21 - $31•Onsite

About The Position

At WHA, we're a team, passionate about humanizing healthcare. We're inspired by the diverse stories, strength and resilience of our patients and the unique choices they make in pursuing health for themselves and their families. We envision a world where every person has the opportunity to achieve their optimal health and we're here to support that journey with personalized, culturally competent care and knowledge. We are looking for a friendly and compassionate person to provide essential administrative and operational support to ensure an organized and welcoming workplace environment. This role serves as a key point of contact for visitors, vendors, employees, and external partners while supporting office operations, facilities coordination, and day-to-day workplace logistics. The ideal candidate is highly organized, detail-oriented, service-focused, and able to manage confidential correspondence and multiple priorities while creating a positive experience for employees, vendors, and visitors. This is an onsite position located at WHA's Beveland headquarters.

Requirements

High school diploma or equivalent required
Minimum 1 year of previous experience in administrative support, front office, customer service, or office coordination strongly preferred.

Nice To Haves

additional administrative experience and/or training preferred.

Responsibilities

Serve as a welcoming and professional first point of contact for employees, vendors, visitors, and guests.
Greet and assist vendors, coordinate vendor access, and support general office needs.
Answer general inquiries and provide administrative support to employees and departments.
Maintain a professional, organized, and customer-focused front office environment.
Organize and manage incoming and outgoing mail, including daily mail pickup, sorting, and processing.
Assist in preparing and distributing outgoing correspondence.
Process and manage returned mail, including tracking, updating records, and coordinating follow-up as needed.
Ensure timely handling and routing of sensitive and confidential correspondence.
Manage incoming WHA email and voicemail communications.
Support daily office operations to maintain a clean, organized, and functional workplace.
Coordinate basic facilities management needs, including communicating service needs to departments, serving as a point of contact with vendors, and following up on facility issues.
Maintain meeting rooms, break rooms, copy room and shared spaces to ensure they are clean, stocked, and ready for use.
Monitor break room inventory and communicate supply needs to the Purchasing department.
Support office events, employee activities, and cultural initiatives that promote engagement and connection.
Support new employee orientation including documentation management.
Assist with planning, coordination, and logistics for meetings, celebrations, and organizational events.
Contribute to creating a positive, inclusive, and welcoming workplace environment.