Office Coordinator Jobs

About The Position

Requirements

• High school diploma or equivalent required
• Minimum of two years of experience in administrative support, business office operations, procurement, finance, accounting, or a related environment.
• Strong organizational and time-management skills with the ability to prioritize multiple assignments and meet deadlines.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and other business applications.
• Ability to learn and effectively utilize financial, procurement, and workflow management systems.
• Ability to work effectively with AI-enabled tools, digital assistants, and workflow technologies to support research, documentation, communication, tracking, and process improvement.
• Strong attention to detail and commitment to accuracy.
• Excellent customer service, written communication, and interpersonal skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Minimum 21 years of age.
• DPS Level I fingerprint clearance if required (must possess upon hire and maintain throughout employment).
• CPR, First Aid, AED certification, if required (must possess upon hire and maintain throughout employment).
• Current, valid Arizona Driver’s License and 39-month Motor Vehicle Report and proof of vehicle registration liability insurance to meet insurance requirements, if required.

Nice To Haves

• Associate's degree in Business Administration, Accounting, Finance, or a related field preferred.

Responsibilities

• Support organization-wide procurement activities, including purchase requisitions, vendor onboarding documentation, purchase tracking, and approval workflows.
• Assist employees with travel requests, travel arrangements, expense documentation, and policy compliance.
• Maintain procurement and travel records in accordance with organizational policies and document retention requirements.
• Support vendor account setup and maintenance for approved suppliers, service providers, and purchasing platforms.
• Maintain current tax-exempt certificates and work with vendors to ensure applicable purchases are processed without sales tax.
• Assist in monitoring procurement transactions and documentation to ensure compliance with organizational policies.
• Collect, organize, and track credit card receipts and supporting documentation.
• Monitor receipt submission compliance and follow up with cardholders regarding missing or incomplete documentation.
• Support monthly credit card reconciliation processes by ensuring documentation is complete and submitted within established deadlines.
• Maintain organized records of credit card expenditures and related supporting documents.
• Assist with employee reimbursement processing by reviewing submitted documentation for completeness and policy compliance.
• Respond to employee questions regarding reimbursement requirements and supporting documentation.
• Track reimbursement requests and help ensure timely processing and resolution.
• Maintain business office records, logs, files, and supporting documentation.
• Coordinate follow-up activities with internal departments, vendors, and external partners to support finance and administrative processes.
• Monitor and track outstanding requests, documentation, approvals, and action items.
• Support recurring department processes, reporting requirements, and administrative workflows.
• Assist with implementation and continuous improvement of departmental procedures and business processes.
• Provide administrative support to the Finance and Business Office teams.
• Coordinate meetings, schedule appointments, and assist with departmental communications.
• Prepare, organize, and maintain electronic and physical files and records.
• Assist with special projects, reporting requests, and department initiatives.
• Support process documentation, workflow updates, and organizational recordkeeping efforts.
• Receive, sort, distribute, and track incoming mail and correspondence.
• Maintain mail logs and ensure timely routing of financial and operational documents.
• Manage paper check logs and scan supporting documentation for Accounts Receivable processing.
• Coordinate with internal departments regarding finance-related correspondence and record requests.
• Ensure business office records are maintained in accordance with organizational retention requirements.

Benefits

• Top-level compensation packages
• Exceptional health, dental, and disability benefits
• Career and compensation advancement programs
• Student loan forgiveness programs
• 401k company match
• Bilingual pay differential
• Holiday, PTO and employer paid life insurance
• Clinical licensure supervision and reimbursement
• Evidence-based treatment approaches, training, and supervision.