Overview
Front Desk Assistant Jobs in Coral Gables, FL at Keller Postman
The Case Administrative Assistant I (CAA I) role provides administrative support for Health Advances Case Startup and Closeout, processes weekly Expert Payment Reports, and has primary responsibility for scheduling the weekly company-wide meeting.
Execute the Case Startup Process
Perform case startup and related administrative tasks. This includes initiating new SharePoint sites, verifying team permissions, and ensuring information is updated in internal databases. The CAA I acts as a liaison/coordinator among various departments, including the Case Team Assistants (CTAs), Finance, and the Business Development (BD) Team.
Monitor upcoming new cases and coordinate with the BD Team on startup timing
Set up new case record in CRM system
Initiate creation of case folder in SharePoint; verify accuracy upon completion
Assign folder permissions in SharePoint, as requested
Verify that project information has flowed properly to internal databases
Schedule case kickoff meeting for team
Update CRM and SharePoint site permissions for staffing updates and changes to project scope
Run reports for Finance, as required
Coordinate Case Closeout and the Knowledge Capture Processes
CAA I has primary responsibility for triggering the knowledge capture and financial closeout processes for all cases. CAA I will execute the knowledge capture process by working with teams to complete all closeout assignments and maintain detailed records of case work in our internal databases.
Initiate the Case Closeout Process: work with CTAs to identify projects ending and run weekly report for management and Finance
Coordinate and run case closeout meeting
Record case information in internal databases
Generate and distribute outstanding closeout task reports
Track and record status updates for all outstanding closeout and knowledge capture tasks
Execute and verify the case folder archive process in SharePoint
Maintain SharePoint Case Folder Permissions
Address ad-hoc case folder permission Help Desk tickets
Maintain proper security of all case folders and data-specific subfolders in accordance with company policy
Work with Compliance Officer to monitor and support project security requirements
Generate quarterly case reports for senior management review
Support Expert Payments Process
Help to ensure that all expert payment information is updated in internal databases and provide coordination with Finance, Case Team Assistants and third parties.
Run and distribute weekly Expert Payment Reports
Update internal databases with payment information
Create thank you letters for completed payments
Request and process W-9s
Schedule Weekly Company-wide Meeting
Create and update Outlook calendar invitations to accommodate schedule changes/cancellations, new or departed employees, location changes, etc.
Coordinate with office administrator to book and prepare meeting space
Act as point person for employees to schedule presentations. Review available dates, confirm agenda, and schedule reminders
Proactively communicate forward-looking agenda with executive management for review and approval
Create agenda document and enter scheduled presentations
Distribute meeting recap and recording
Additional Tasks/Projects as Requested
Qualifications
A dynamic individual with:
Experience in an administrative role, one year preferred
Proficiency with Microsoft Office, including Word, Outlook, and Excel
Familiarity with PowerPoint a positive, but not required
Experience with SharePoint a positive, but not required
Ability to quickly learn new database/software systems
Professionalism, including adherence to company confidentiality and data security requirements
Ability to work in a fast-paced environment and manage multiple tasks
Accuracy and exceptional attention to detail
Excellent written and oral communication skills
Exceptional organizational skills and ability to prioritize
Ability to work independently, yet be a strong team player
Demonstrated strong work ethic
A successful candidate:
Has a genuine interest in the healthcare industry
Has a two- or four-year college degree or equivalent experience
Is personable and service-oriented
Hours:
8:00am-5:00pm
Full time: 45 hours per week
Must be located in the Boston area and willing to travel to the Newton office two days per week; this is not a remote position
Health Advances may use third party service providers to assist us in recruiting talent, administering, and evaluating pre-employment screening and testing. By submitting your application, you acknowledge your information may be sent to those providers who are assisting in the specific search and agree to these terms.
For Californian applicants, pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
Health Advances provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Title: Front Desk Assistant
Company: Keller Postman
Location: Coral Gables, FL
