Facilities & Purchasing Admin. Assistant

Hospice of the Valley - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

Ambulatory Health Care Services

About the position

The Facilities & Purchasing Admin. Assistant plays a crucial role in providing exceptional administrative support to the Purchasing and Facility managers at Hospice of the Valley. This position is designed to enhance the efficiency of the Facilities and Purchasing departments through effective communication, organization, and attention to detail. The role emphasizes teamwork, flexibility, and a commitment to the organization's mission of compassionate care.

Responsibilities

• Establishes and maintains positive customer relationships.
• Gives undivided attention and listens carefully to obtain complete and accurate information.
• Responds promptly and reliably to requests.
• Provides quality administrative support.
• Develops and maintains files, spreadsheets, and task lists to track and benchmark data.
• Researches information and obtains pertinent facts and data to resolve issues.
• Analyzes information and reports discrepancies to supervisor.
• Researches, completes, and tracks energy rebate.
• Collects timecards, PTO requests, and mileage reports; ensures accuracy and completeness.
• Follows up with staff as needed to obtain necessary information.
• Helps maintain the department calendar; assists with coordinating coverage during staff absence.
• Produces meeting minutes and general correspondence.
• Documents department procedures and follows up on action items.
• Schedules appointments, training sessions, and organizes meetings, including notifying attendees and reserving rooms.
• Assures accurate expenditure coding and verifies that services were rendered at anticipated/contracted rate.
• Contacts vendors or customers when needed to obtain additional information.
• Codes invoices accurately and timely to ensure accurate expense allocation and prompt payment.
• Notifies supervisor immediately of significant discrepancies.
• Tracks construction project expenses.
• Maintains and enhances professional skills.
• Adheres to high standards of personal and professional conduct.

Requirements

• Minimum of three years of administrative support experience.
• Working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.
• Must have and maintain a valid Arizona driver's license and maintain automobile insurance coverage.

Benefits

• Supportive work environment with a culture of caring for patients and one another.
• Competitive wages and excellent benefit program.
• Generous Paid Time Off.
• Flexible schedules for work/life balance.