Administrative Coordinator

We invite you to join a team of healthcare professionals making a difference in the community every day! Our company's mission of providing care to the world at a moment's notice is at the heart of everything we do. We are caregivers, first and foremost and we will be there when needed.

With more than 35,000 employees, Global Medical Response teams deliver compassionate, quality medical care, primarily in the areas of emergency and patient relocation services around the world. We provide end-to-end medical transportation, integrated healthcare solutions and disaster response.

Location: Lewisville, Texas (This is not a remote position.)

JOB SUMMARY:

Reporting to the Manager, this position is a key contributor to departmental success by performing essential tasks for the Communications Center Leadership to ensure efficient operation. Executing payroll, scheduling and other administrative functions that are necessary to keep this busy department running smoothly are a few of the key components of this role. The role requires excellent organizational skills, strong communication abilities, and proficiency in multitasking.

KEY RESPONSIBILITIES:

Basic Expectations

• Manage strict deadlines while maintaining accuracy and confidentiality.
• Adhere to all company and departmental policies, procedures, and protocols.
• Act with integrity and honesty while promoting company and departmental missions and values.

Achieve Results

• Oversee the administrative functions of the department.

Operational Excellence

• Develop a superior understanding of all platforms relating to this position.

Relationships

• Build and maintain positive working relationships with both leadership and staff.
• Communicate regularly with leadership team regarding issues, observations, insights, and suggestions.

Office Administration

1. Manage office operations, including scheduling meetings, maintaining calendars, and coordinating appointments.
2. Draft, proofread, and distribute correspondence such as memos, emails, and reports.
3. Organize and maintain files, records, and correspondence, ensuring confidentiality and accessibility.
4. Order office supplies and manage inventory.

Payroll Processing

1. Prepare and process regular payroll cycles on a weekly basis.
2. Review and verify employee timekeeping records.
3. Assist in addressing and resolving payroll-related inquiries and discrepancies.
4. Generate payroll reports for internal use and management review.
5. Assist with payroll audits and reconcile discrepancies.

Support Services

1. Assist leadership team members with day-to-day tasks and special projects.
2. Arrange travel, accommodations, and itineraries as needed.
3. Prepare meeting agendas, take minutes, and distribute follow-up materials.
4. Plan and coordinate events, meetings, and conferences.
5. Ensure logistics such as venues, catering, and materials are managed effectively.

Other duties as assigned.

QUALIFICATIONS:

Critical Knowledge and Skills

1. Collaborative work style with the ability to build strong working relationships at all levels within the organization.
2. Demonstrate strong interpersonal skills, including oral and written communication capabilities.
3. Demonstrate strong problem solving and analytical skills.
4. Possess solid organizational and prioritization skills, planning abilities, the ability to effectively and accurately perform assigned tasks and meet deadlines.
5. Effective decision-making skills and ability to use appropriate judgement.
6. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools. SmartSheets knowledge also preferred.
7. Accountability and responsibility for essential job functions.

Experience

• A minimum of 2-3 years in payroll or strong administrative experience.
• Payroll background (UKG preferred).

Education

• High school diploma or equivalent (required); associate or bachelor's degree (preferred).

WORKING CONDITIONS:

This role requires flexibility of schedule to conform to the needs of the department for various payroll closure timeframes and other important departmental deadlines as needed.

Mental Requirements:

This role is one that requires attention to detail, professionalism, organization, effective communication skills and the ability to prioritize tasks and work with minimal supervision. A strong candidate would have a calm demeanor and a penchant for getting things done accurately and in a timely manner.

Physical Conditions and Requirements:

This role is performed on-site (not remote) in an indoor call center environment. The desktop work environment is generally a typical computer (PC) workstation with multiple monitors, mouse, and keyboard. There is no lifting/pushing/pulling specifically associated with the role; however, reaching and carrying items commonly found in an office environment might be required.

Guiding Principles:

• Employees must consistently exhibit the following:
• Patient Care - We continually earn the privilege to care for our patients. It is at the forefront of everything we do.
• One Team - We respect each other and achieve together what no individual can alone.
• Innovation - We are driven to develop solutions that inspire progress.
• Vigilance - We will never waver in our commitment to safety and preparedness in the fulfillment of our duties.
• Ownership - We are accountable for what we do and take pride in how we do it.
• Citizenship - We are dedicated to being good stewards in the communities we serve.

Reporting Relationships:

• Reports to: Communications Manager
• Inter-relationships: Other Departmental Leadership, External Contacts, GMR Executive Leadership

AAP/EEO STATEMENT:

Global Medical Response is an equal opportunity employer and as such, affirms in policy and practice to recruit, hire, train and promote, in all job classifications without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, disability status or status as a protected veteran.

Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures.

DISCLAIMER:

This document in no way constitutes a contract of employment. This description is not intended to be an exhaustive listing of all skills, duties or responsibilities associated with the job. Management reserves the right to revise the job, or to require that other or different tasks be performed, should circumstances change (i.e., changes in personnel, workload, or technological development).

SALARY AND BENEFITS:

Starting Range: $60,000 - $75,000 (commensurate with experience)

Paid Time Off (PTO)

Medical, dental and vision coverage

Disability and life insurance

Up-to-date equipment

Break room & kitchen area

Gym access 24/7