Office Coordinator, Miami/Administrative Assistant - Fujifilm

Overview

FUJIFILM Healthcare Americas Corporation is a leading innovator in diagnostic and enterprise imaging solutions designed to meet the evolving needs of healthcare across prevention, diagnosis, and treatment. Fujifilm’s medical imaging portfolio includes solutions for digital radiography, mammography, computed tomography, magnetic resonance imaging, ultrasound, endoscopy, and endosurgery. The Synapse® Enterprise Imaging portfolio provides healthcare professionals with the imaging and data access needed to deliver a complete patient record. REiLI®, Fujifilm’s artificial intelligence initiative, combines Fujifilm’s rich image -processing heritage with cutting-edge AI innovations to inspire a new tier of clinical confidence. The In-Vitro Diagnostic portfolio provides the golden standard of molecular based immunoassay technology for liver surveillance, cutting edge clinical diagnostic chemicals for leading laboratories across the country and diagnostic chemicals for OEM white labeling products. The company is headquartered in Lexington, Massachusetts. For more information, please visit healthcaresolutions-us.fujifilm.com.

External US

Job Title: Office Coordinator

Job purpose

The Office Coordinator will be responsible for the daily operations (administrative and clerical) duties for the FUJIFILM Healthcare America­­s Corporation Miami office. 

Duties and responsibilities 

• Support General Manager, Business Development Manager and leadership team with the daily office operations, related tasks and responsibilities.
• Manage/log account payable invoices as needed.
• Assist with onboarding of new hires and new contractors/temps (create employee badges, create information packets, etc.).
• Manage key fobs/badges for employee/contractor office access.
• Facilitate all office fire and evacuation drills and revise/implement evacuation plans/policies as needed; participate in and help manage safety committee.
• Handle travel/hotel arrangements for visitors/customers as needed.
• Coordinate and schedule all internal/customer trainings and daily meetings (maintain calendar, set up rooms, order catering, update hotel discounts/websites for trainers, etc.).
• Order office supplies and furniture. Research options and negotiate with vendors to identify the best pricing. 
• Organize customer visits and events for the HCUS Miami showroom.
• Assist Logistics by handling all FedEx inbound/outbound deliveries; as required, deliver or coordinate delivery of packages and other correspondence within the office or to other Fujifilm offices.
• Maintain appropriate supply of coffee supplies in the four pantries and coordinate with any vendors for pantries and snack room.
• Assist with facilities concerns and emergency issues as needed, by placing a call to vendor, building management, cleaning crew, security, etc. Follow up on facility work orders to completion. Liaison for all vendors/facility management.
• Perform special projects/tasks as needed by management team to includes coordination of office events, parties/celebrations, or other functions.
• Screens incoming calls, answers routine inquires, receives visitors, and routes incoming mail.
• Provide support with logo branding materials by coordinating options and working with management on the best items to order.
• Act proactively to identify the daily office needs and present effective solutions.
• Occasional errands including purchasing items for the office.
• Other duties and special projects may be required as needed.
• Comply with all applicable U.S. Food and Drug Administration (U.S. FDA) medical device regulatory requirements, applicable ISO 13485 standard requirements and all other applicable laws, regulations, and standards.

Qualifications

• High school diploma or equivalent education. Associate’s degree preferred.
• Proficient in Microsoft Office or other word processing and spreadsheets, and other types of online or proprietary reporting programs. Ability to quickly learn new software or programs.
• Knowledge of Illustrator, Photoshop, Adobe, Adobe Creative Suite, InDesign, Illustrator, Photoshop, Adobe, and Adobe Creative Suite for creating/adjusting some advertising art would be a plus.
• Strong verbal and written communication skills; professional presence.
• Strong attention to detail and ability to manage multiple projects simultaneously.
• Experience negotiating with vendors or other providers related to office supplies.
• Ability to anticipate the need for proactive communication and planning at all levels.
• Demonstrated ability to work with a sense of urgency.
• Effective time management skills.
• Valid driver’s license and clean driving record.
• Ability to analyze and resolve challenges independently.
• Must have strong customer service orientation.
• Must have strong interpersonal skills, maturity, good judgment and be capable of communicating with a diverse range of individuals.
• Establish and maintain good partnership with related companies such as hotel, restaurants, taxi, entertainments, shipment companies, advertising companies, repair services, etc.

Physical requirements

The position requires the ability to perform the following physical demands and/or have the listed capabilities.

• The ability to sit up 75-100% of applicable work time.
• The ability to use your hands and fingers to feel and manipulate items, including keyboards, up to 100% of applicable work time.
• The ability to stand, talk, and hear for 75% of applicable work time.
• The ability to lift and carry up to ten pounds up to 20% of applicable work time.
• Close Vision: The ability to see clearly at twenty inches or less.

Travel

• Occasional (up to 10%) may be required based on business need. 

Salary and Benefits:

• $52,000-$64,000 (depending on experience)
• Medical, Dental, Vision
• Life Insurance
• 401k
• Paid Time Off

Equal Opportunity Employer

FUJIFILM is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration without regard to race, color, national origin, sex, gender identity, sexual orientation, religion, disability, protected veteran status or any other characteristic protected by applicable federal, state or local law.

In the event that COVID-19  vaccine mandates issued by the federal government, or by state or local government become effective and enforceable, the Company will require that the successful candidate hired for positions covered under relevant government vaccine mandate(s) be fully vaccinated against COVID-19, absent being granted an accommodation due to medical or sincerely held religious belief or other legally required exemption.  For all positions, the Company encourages vaccination against COVID-19 and requires that the successful candidate hired be willing to test for the COVID-19 virus periodically and wear a face covering indoors absent being granted an accommodation due to medical or sincerely held religious belief or other legally required exemption.