Operations Inventory Coordinator - Columbia, SC

Optum - Columbia, SC

Full-time

Columbia, SC

Insurance Carriers and Related Activities

About the position

For those who want to invent the future of health care, here's your opportunity. We're going beyond basic care to health programs integrated across the entire continuum of care. Join us to start Caring. Connecting. Growing together. The Operations and Inventory Coordinator (formerly Office Manager) oversees the administrative functions of the office and office-based inventories in order to maintain a smooth, efficient, and productive flow of business operations. This role is crucial in ensuring that the office runs effectively and that all necessary supplies and equipment are available for staff and patient needs. The Operations and Inventory Coordinator is responsible for managing the front office, which includes greeting visitors, accepting deliveries, and coordinating with vendors necessary for office operations. This position requires a proactive approach to responding to general inquiries, whether they come in the form of incoming calls, faxes, or in-person drop-ins. The coordinator is also responsible for the opening and closing of the office, ensuring that all security measures are followed, including locking and unlocking doors and maintaining tidy waiting and common areas. In addition to these responsibilities, the coordinator maintains supply inventories and follows established processes for ordering, storage, and auditing of both general office and medical supplies, which includes medications, vaccines, and sterile medical equipment. Timely submission of vendor invoices for payment is also a critical task. The coordinator packages and mails supplies and documents to remote employees, completes quarterly medication box audits, and enters updates to the provider on-call schedule into the scheduling system. Scheduling local meetings and managing the calendar and agenda for recurring market team meetings are also part of the role. The Operations and Inventory Coordinator serves as a key liaison for all facilities issues and interactions with building management, coordinates travel planning for local market leadership team members, and organizes annual events for local employees, including catering and facility reservations. Additionally, the coordinator completes company-provided respiratory FIT testing certification and performs annual respiratory FIT testing for patient-facing employees. This role requires a high level of organization, attention to detail, and the ability to work independently with minimal oversight.

Responsibilities

• Manages front office by greeting visitors, accepting deliveries, and coordinating with vendors necessary for office operations
• Responds to general inquiries in the form of incoming calls, faxes, and in-person drop ins
• Responsible for opening and closing the office, locking and unlocking doors, and maintaining tidy waiting and common areas
• Maintains supply inventories and follows established processes and procedures for ordering, storage, and auditing of both general office and medical supplies, which includes medications, vaccines, and sterile medical equipment
• Ensures invoices from vendors are submitted for payment in a timely manner
• Packages and mails supplies and documents to remote employees
• Completes quarterly medication box audits, following procedures and processes established by the national pharmacy leadership team
• Enters updates to provider on-call schedule into scheduling system, including managing schedule changes throughout the month
• Schedules local meetings as requested by local market leadership team and manages calendar and agenda for all recurring market team meetings
• Maintains market-specific email distribution lists
• Serves as key liaison for all facilities issues and interactions with building management
• Coordinates travel planning for members of the local market leadership team
• Organizes annual events for local employees including catering and/or facility reservations
• Completes company-provided respiratory FIT testing certification and performs annual respiratory FIT testing for patient-facing employees
• As needed, supports market teams by scanning physical documents to be uploaded into patient charts

Requirements

• High school diploma or equivalent
• 2+ years of professional experience in office management (medical setting preferred)
• Demonstrated ability to work independently, with minimal direct oversight
• Proven critical thinking skills and flexibility are required for success in role
• Proven knowledge of MS Office products, especially Outlook and Teams
• Proven ability to operate printer, fax, and copier machines
• Proven excellent organizational skills and solid attention to detail
• Demonstrated ability to work Monday to Friday from 8:30am to 5:00pm local time, on site within the area