Compass Group, North America OFFICE SUPERVISOR in New York City, New York
OFFICE SUPERVISOR 3/13/18New York-New York City
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Job ID: MCH03131888094N/ADescription:
Crothall Healthcareis a Compass One Company that provides specialized, high-quality, innovative, and responsive support services exclusively to the healthcare industry. Crothall serves many of the Top 100 Hospitals among their 1200 healthcare clients and across the nation in 39 states. Crothall has earned a spot on the Top 100 Best Places to Work in Healthcare in 2013, 2014, and 2015, and a Becker’s Healthcare Top Places to Work in 2016. Our core services include: Environmental Services, Patient Transport, Laundry & Linen, Facilities Management, Healthcare Technology Solutions, and Ambulatory Services. For more information, go towww.crothall.com.
Administers and directs the day-to-day office operations and regulatory compliance. Works under direction of the Director of Facilities, or the Assistant Director of Facilities. Incumbent is guided by thorough knowledge of cost accounting, word processing, data management, supervision, and procedures for operating an office and assisting with managing a healthcare facility.
Essential Duties and Responsibilities:
Plans, organizes and controls functions of computerized programs in maintenance operations, construction, financial management and office/warehouse operation.
Set-up, audit (quarterly) and maintain office, including warehouse, blue print index, manufacturer library, Facilities filing system, and all other maintenance department records.
Audit, research, gather data and prepare reports on costs, quality assurance and day-to-day operations.
Manage and conduct department QA surveys.
Maintains maximum level of confidentiality of information and records.
Uses independent initiative and judgment to see that matters requiring attention are referred to appropriate persons or handled in a manner to expedite a reasonable outcome.
Schedules appointments, meetings, and maintains calendar.
Responsible for making arrangements regarding room reservations & catering options for various meetings.
Receives and assist visitors and telephone callers and refers them to the appropriate person as circumstances warrant using good customer service.
Position requires tact and diplomacy in communicating with people of various educational levels and backgrounds. Interface with top level management, clinical and medical staff, contractors, architects, vendors etc. Should be able to relay pertinent information on a timely fashion to Department staff via radio or pager systems.
Requires a broad and specialized knowledge of the areas encompassed by Facilities Management and Fire Safety and the specialized functions of each department/section within the Facilities Mgt. /Fire Safety Department.
Works independently within a broad range of duties. Works independently to accomplish goals interdepartmentally.
Send, sort and distribute incoming and outgoing mail within the department.
Responsible for establishing, entering, coordinating and storing data in various software programs from the day to day activities generated in this department.
Keeps attendance and personnel records for all Crothall staff.
Prepares and distributes Engineering Daily Snapshot and attendance report.
Responsible for Crothall employee new hire activities.
Utilizes Microsoft Office and TeamOps for correspondence and varied reports. Maintain manuals, policies and procedures for hospital-wide compliance to regulatory agencies.
Maintains correspondence files and numerous other files on Safety, policies & procedures, employees, contractors, suppliers, vendors, construction projects, etc. and must be able to retrieve material at a moment’s notice.
Maintains a follow-up file/bring-up file as reminder for upcoming projects, meetings, i.e., things of importance that must not be forgotten.
Coordinates pertinent information in the preparation of the monthly operating reports, quarterly and annual reports for the Director’s input and his review before final type and distribution.
Responds to emergencies at the facility as directed.
Submits ideas on Continuous quality improvement.
Maintains all code compliance manuals for NFPA, IBC, and TJC.
Maintains QA manuals
Maintains and updates all Crothall manuals.
Fill in for Call Center as needed.
Schedule and Coordinate on-going Safety, Technical, Team Ops and Crothall training.
Takes minutes and participates in committees as required.
Ensures all department staff personnel files are up to date and compliant
Maintains and submits expense reports for Unit Director.
Maintains OT review sheet binder for department.
Performs a variety of lead and/or supervisory functions:
Supervise or oversee clerical and administrative staff. Assist the UD with Human Resource related record keeping and compliance for the unit.
Monitors work performance and prepares and/or reviews performance evaluations for assigned personnel.
Assists in hiring, training, orientation and scheduling of employees.
Ensures data entry in all systems is up-to-date and accurate.
Works with items of a confidential and sensitive nature.
Education and Experience:
BS preferred or Associates Degree in Business, Accounting or Engineering, combined with 7 to 10 years’ experience in related field.
Minimum of 7-10 years demonstrated success with duties and responsibility similar to the outline above.
Healthcare and/or facilities experience preferred.
Equipment, Machine and Manual Skills Required:
- Effective written (spelling/grammar) skills, 60 to 80 words per minute, computer proficient (Microsoft Office, specifically proficiency in Excel & Word etc.) Database management, accounting, and knowledge of various office equipment/systems.
The ability to read, comprehend and transmit complicated detailed instructions in writing and orally.
Commitment to being involved in team oriented management, with the ability to work independently and thrive in a dynamic office environment.
Rich background in office management.
Excellent customer service and people skills complemented with strong, creative problem-solving skills.
Ability to communicate effectively in written format and verbal formats.
Experience in working with outside vendors
Ability to multi-task and establish priorities.
Ability to maintain detail and organization in a changing environment.
Exhibit initiative, responsibility, and flexibility.
Ability to meet deadlines and make sound decisions, sometimes under stress
Ability to understand and carry out general instructions in standard situations
Possess a thorough knowledge of office procedures.
Ability to understand and carry out general instructions
Physical Demands: Sits, walks, stands, bends, kneels, climb stairs. Some lifting of medium weight.
Working Conditions: Some exposure to hazards as it relates to a maintenance department. Heat, noise, dust, dirt and areas requiring infection control. Ability to meet deadlines and make sound decisions, sometimes under stress. Work whatever hours are necessary to complete work.
Personal Contracts: Administrative, medical and supervisory staff, employees, patients, representatives of governmental agencies, architects, contractors, vendors, etc. Interpersonal skills necessary to deal effectively and courteously with the above contacts.
Apply to Crothall today!
Crothall is a member of Compass Group USA
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Compass Group is an equal opportunity employer. At Compass, we are committed to treating all Applicants and Associates fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.
Career LevelMid Career (2+ Years Experience)SectorCrothallAreas of InterestAdministrative and Support ServicesEducationHigh School Diploma/GEDLocaleNew York-New York CityPreferred LanguageEnglish