Office Coordinator

Tri-Imaging•Chesterfield, MO

14d

About The Position

At Tri-Imaging Solutions, the Office Coordinator provides administrative and clerical support to keep regional operations moving and allow Directors, Regional Directors, and VPs to focus on serving customers. The role partners with the Regional Director of Operations and supports regional leaders and personnel with onboarding and employee records, regional documentation, payroll records, training on internal systems, travel coordination, meeting minutes, reports, purchasing, data entry, schedules, reception, correspondence, and other clerical work. The coordinator also creates, reviews, and updates work instructions and quality-related documents and follows processes to ensure ISO 13485 compliance. The position requires clear communication, organization, adaptability, initiative, accountability, flexibility, leadership, prioritization, and knowledge of contract administration and office procedures. Work is primarily in an indoor, climate-controlled office environment using standard office equipment and technology. Physical demands include extended sitting, occasional standing and walking, occasional lifting and carrying of items weighing up to 15–25 pounds, frequent hand and arm use, regular communication, and prolonged reading of documents and screens.

Requirements

A high school diploma or GED is preferred, or an equivalent combination of education and experience.
Communicate clearly and confidently in writing and presentations.
Ability to manage multiple tasks and set priorities.
Ability to stay organized and adaptable in a fast-changing environment.
Demonstrate initiative, accountability, flexibility, and leadership.
Thorough knowledge of contract administration and office procedures.
Use knowledge of the work environment to help the team meet its goals and objectives.

Nice To Haves

High school diploma or GED.

Responsibilities

Partner with the Regional Director of Operations and support Directors and regional personnel as needed.
Support HR with regional new-hire onboarding and maintain employee files at site locations.
Track regional paperwork, 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 clinical equipment database management system, and serve as a resource for those systems.
Coordinate travel arrangements for regional personnel.
Attend regional and department staff meetings and prepare clear, accurate minutes.
Prepare confidential reports, periodic statistical reports, and written summaries.
Complete computer-generated forms and documents and operate office equipment.
Use sound judgment to resolve complex clerical problems.
Prepare, maintain, check, and file statements, tabulations, and reports for the region and department.
Gather facility operations data, verify its accuracy and completeness, and classify and summarize it using established categories.
Support purchasing by ordering parts, issuing purchase orders, and routing vendor invoices and purchase orders to Accounts Payable.
Enter data accurately in the computerized maintenance management system (CMMS).
Manage and maintain regional on-call schedules.
Greet and escort visitors, answer routine questions within facility and regional policy, and provide reception support as needed.
Schedule appointments and screen visitors and phone calls for the department.
Read and route incoming mail, retrieve files for department leaders, and compose and route routine correspondence and records.
Perform other clerical duties that support the department and region.
Create, review, and update work instructions and other quality-related documents, and follow processes to ensure ISO 13485 compliance.