Provides administrative and reporting support for healthcare facility operations. Maintains work order, maintenance, service order, leak, equipment, and recovery plan trackers; compiles status reports and meeting materials; follows up on missing information; tracks deadlines, approvals, purchase orders, and closeout documentation; organizes files and action items; and flags overdue or conflicting information for operations leadership.
Job Summary & Responsibilities
VGS is looking to add an Operations Administrative Assistant to support the company's growth.
The Operations Administrative Assistant provides administrative and reporting support to the Senior Operations Manager for healthcare facility operations. This position helps keep work order trackers, recovery plans, service order records, and routine reports organized and current so that site leadership can focus on execution and resolving issues.
ESSENTIAL DUTIES AND RESPONSIBLITIES:
- Update and organize preventive maintenance, corrective maintenance, service order, leak, kitchen equipment, and recovery plan trackers using information provided by the responsible teams.
- Compile daily and weekly status updates, identify missing information, and follow up with designated staff for updates.
- Assist with preparing morning reports, weekly O&M meeting materials, monthly progress reports, and leadership briefings.
- Track due dates, outstanding actions, and items awaiting scheduling, purchase orders, approvals, or closeout documentation.
- Maintain orderly electronic files, meeting notes, and action item lists.
- Flag conflicting data, overdue items, and gaps in documentation for the Senior Operations Manager’s review.
- Provide additional administrative support during periods of high workload or staff absences.
- Other duties as assigned.
REQUIRED QUALIFICATIONS:
- Strong organizational skills and attention to detail.
- Proficiency with Microsoft Excel, Outlook, Word, and shared electronic files.
- Ability to manage changing priorities and handle confidential business information.
- Clear written communication and the ability to follow up professionally with multiple teams.
- Experience with work order tracking, facilities operations, government contracts, or healthcare facilities is preferred but not required.
PHYSICAL REQUIREMENTS: Physical requirements may include, but are not limited to, lifting, ascending, and descending stairs, climbing, extended sitting or standing, to various degrees. This job will primarily be in an Office Setting.
VGS is an employer who hires in accordance with applicable state and federal law. All qualified applicants will receive consideration for employment in compliance with those laws.
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