Office Coordinator in Boston, Massachusetts at Codman Square Health Center Inc

Position Summary:

Reporting to the Controller, this Office Coordinator will assist with full-cycle procurement processes including medical, IT, and facility supplies while helping ensure compliance with organizational policies. This is a key member of the Finance support team working closely with the Controller and Operations Managers to support coordination between financial policy and daily operations. The Office Coordinator serves as a vital liaison between Finance and Operations; this role assists with ERP (Sage Intacct) onboarding and provides comprehensive administrative support to leadership. We are looking for a proactive, problem-solver candidate with at least 3 years of experience to help maintain operational efficiency in the finance department.

Primary Responsibilities:

1. Coordinate Office Operations: Assist with meeting scheduling, supply management, and related office processes.

· Assist with procurement for medical supplies, vaccine supplies, office supplies, IT supplies and other facilities supplies. Work with operating managers to help ensure appropriate level of inventory.

· Assist with processing purchase orders, maintaining procurement documents, and supporting compliance with procurement policy and procedures.

· Assist with matching receiving documents with purchase orders to help ensure all purchased items are received on the purchase orders before payments are issued.

· Help identify opportunities for cost savings, gather vendor information for best value, support vendor coordination, and contribute to budget adherence. Assist with yearly vendor reviews to help ensure the Center is receiving the best value and service levels.

· Maintain a preferred vendor list and help ensure all procurement documentation is audit ready.

2. Provide Administrative Support:

· Provide administrative support to the finance department’s managers and staff.

· Manage all insurance applications and administrative forms required by insurance carriers and funding agencies.

· Manage all credit card applications.

· File & Manage multiple administrative applications.

· Assist with the Finance Department onboarding process for new hires, including workspace setup, orientation, and office procedures.

· Act as a liaison between management and staff, ensuring communication and coordination.

· Act as a liaison to facility management with the Finance office. Coordinate with IT, HR, and external contractors to address office needs and workspace safety.

3. Other duties and/or other departments/locations as applies.

Qualifications & Skills:

· At least 5 years of experience in healthcare administration, preferably risk management Masters preferred.

· Experience with staff and program development.

· Knowledge of accreditation standards, federal guidelines, and health care organizational standards.

· Strong written and verbal communication skills.

Physical Requirements:

· Must be able to stand or sit for prolonged periods (at least 50% of the time)

· Ability to lift up to 25 pounds and load onto shelves

· Visual acuity sufficient for frequent reading and computer use