Administrative/Technical Assistant

General Mission

Provide administrative, organizational and/or technical support to the team and department.

Challenges we trust you with

Screens incoming calls and mail, organizes meetings, follows up on action items

• Support internal customers; organize meetings, agendas and office related issues; External requests analyzed and appropriate actions taken.
• Monitor multiple calendars, Inboxes, and Voicemail to ensure that all incoming requests receive a prompt reply

Schedule On-Site visits related to Preventative Maintenance Inspections, Emergency Repairs, and Applications Training 

• Contact and coordinate with customers to schedule site visits. Continual attention to contract status, travel costs, availability, and team capabilities is critical to this role
• Utilize creative problem-solving skills to plan emergency visits under tight timelines and other logistical constraints

Coordinate Support Desk support for all teams within the region

• Create, distribute, and actively manage the on-call rotation list for staff assigned to afterhours Support Desk duty
• Provide backup and dispatch support for the Support Desk at peak periods
• Identify and report high-priority and/or sensitive customer issues to the support desk team and management

Collect, sort, organize, track, and synthesize departmental activities/data into spreadsheets, databases, presentations, and using various business software applications

• Generate recurrent operations-related reports and Customer Satisfaction-related KPI’s for management review
• Engage in support contract review/interpretation, RFQ forwarding, creation of meeting minutes, department procedures, creation/updating of forms, 
• Actively review, track, and archive documentation submitted by the FSE Team and Application Specialists for completion and adherence to regulatory standards

Provide general administrative support to the department

• Ensure procurement of office supplies and other material
• Assist with copying, scanning, collation where required
• Provide logistical and travel planning support to visitors 

Provide support functions to Accounting/Finance departments

• Create and send invoices related to Repairs and Spare Parts to customers
• Partner with the accounting team to help resolve customer billing inquiries
• Organize and ship approved expense reports bundles to accounting 

Special Functions

• Participate or lead various projects that contribute to the overall success of the department
• Occasional ordering and pick up of catered food for special events within the office 
• Ensure facilities are kept up and are presentable 
• Serve as liaison between office supply vendors (including copiers, postage meter, etc.) and maintaining associated records
• Act as building maintenance liaison (scheduling building repair and/or maintenance requests)
• Update company-wide phone list, mailing list, and intranet site on a continual basis
   

What we value

You have:

• Minimum high school diploma or equivalent required.  An Associate’s degree or applicable certifications in business/computing are preferred
• Minimum 3 – 5 years of professional-level experience required and prior experience in the healthcare industry is desirable
• A proven track-record of high performance in Customer-facing roles 
• Able to leverage MS Office Suite applications, including: Word, Excel, PowerPoint, etc. to organize information, describe, and synthesize solutions to common operational issues as they occur   
• Strong written/oral communication skills and proficiency in English

And you also are:

• Detail-oriented
• Highly accountable with a focus on identifying/creating solutions
• Strongly customer-focused with the ability to build impactful relationships through regular, frequent customer contact 
• Possess a growth mindset; value continual learning 
• Strong Multi-tasker
• Effective under minimal direct supervision and occasional ambiguity

Compensation and Benefits

The approximate annual base salary range for this position is provided below. Within this range, individualcompensation is influenced by various factors such as location, job-specific skills, work experience, and relevanteducation or training. This role may also qualify for discretionary bonuses, profit sharing, commissions, andbenefits.

Approximate Range
$55,100 – 70,000 USD

IBA is committed to recognizing your dedication and contributions to our company's success while upholding thestandards of a B Corp and living by our values. As a result, we provide benefit plans that not only reward yourhard work but also offer you and your family comprehensive and affordable financial, health, and wellnessprotection. We are confident that you will find our benefit offerings to be of great value for both you and yourdependents.

Foundational Benefits paid for 100% by IBA:
Basic Life insurance (1x annual pay)
Accidental Death & Dismemberment Insurance (1x annual pay)
Short Term Disability (80% of pay)
Long Term Disability (60% of pay)
Medical Insurance premium subsidy for each of the 3 available options
Wellness Program cash incentives (up to $500/year)
Annual contribution to Health Savings or Health Reimbursement Accounts
Dental Insurance premium subsidy
Vision Insurance premium subsidy
4% 401(k) Plan match
Profit Sharing Plan
10 weeks 100% paid Parental Leave (Mothers and Fathers)
7 personal days annually
10 days of PTO in first year
Emergency Travel Services
Employee Assistance Plan
Tuition Reimbursement Program
Professional growth education programs
Above and Beyond Reward Program
Job referral rewards

Additional benefits available:
Voluntary Life Insurance
Voluntary Spousal Life Insurance
Pre-paid Legal Services
Health Savings Account
Health Care Flexible Spending Account
Dependent Care Flexible Spending Account

Life at IBA

IBA team members thrive in a fast-paced, dynamic environment and have demonstrated exceptional results through a range of different pursuits. We all tightly align with our company values of Care, Dare, Share, and BeFair and by IBA’s Code of Business Conduct.

At IBA, we deeply value diversity and are an equal opportunity employer by choice. We do not discriminate basedon race, color, national origin, ancestry, citizenship status, protected veteran status, religion, physical or mentaldisability, marital status, sex, sexual orientation, gender identity or expression, age, or any other basis protectedby law, ordinance, or regulation.