Administrative Assistant at Gentle Footcare LLC – Westerville, Ohio

Position Summary:
The Administrative Assistant plays a critical role in supporting daily operations through reporting, compliance coordination, and cross-functional administrative support. This individual will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced healthcare environment.
Key Responsibilities:
Reporting & Data Analytics
Prepare and distribute routine company reports (daily, weekly, monthly)
Fulfill ad hoc analytical data requests from leadership
Ensure accuracy and timeliness of all reporting deliverables
Identify trends and provide insights when appropriate
Operations & Facility Coordination
Coordinate repairs and maintenance across all locations
Serve as the point of contact for facility-related issues and vendor coordination
Track and ensure timely resolution of maintenance requests
IT Coordination
Partner with IT lead (Vlad) to support system needs and troubleshooting
Assist with onboarding/offboarding technology setup
Coordinate communication and follow-up on IT-related projects and issues
Compliance & Regulatory Oversight
Support and maintain HIPAA compliance standards across the organization
Ensure all X-ray equipment is properly registered and compliant with state regulations
Coordinate compliance visits and audits with local office leads
Maintain documentation and tracking for regulatory requirements
Financial & Invoice Support
Monitor and address late or time-sensitive invoice payments
Collaborate with Colleen to ensure timely processing and issue resolution
Assist with tracking and follow-up on outstanding financial items
General Administrative Support
Provide administrative support to the Director of Operations and leadership team
Maintain organized records, documentation, and communication logs
Assist with special projects and operational initiatives as needed
Qualifications:
2+ years of administrative or operations support experience (healthcare preferred)
Strong organizational and multitasking skills
Proficiency in Microsoft Excel and data reporting tools
Excellent communication and problem-solving abilities
Familiarity with HIPAA and healthcare compliance standards is a plus
Ability to handle confidential information with discretion
Key Competencies:
Detail-oriented and highly organized
Proactive and solutions-driven
Strong analytical thinking
Ability to prioritize in a fast-paced environment
Collaborative and team-focused