Job Application for Office Manager at Modernizing Medicine, Inc.

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South Florida Business Journal, Best Places to Work 2024
Inc. 5000 Fastest-Growing Private Companies in America 2024
2024 Black Book Awards, ranked #1 EHR in 11 Specialties
2024 Spring Digital Health Awards, “Web-based Digital Health” category for EMA Health Records (Gold)
2024 Stevie American Business Award (Silver), New Product and Service: Health Technology Solution (Klara)

Who we are:

We Are Modernizing Medicine (WAMM)! We’re a team of bright, passionate, and positive problem-solvers on a mission to place doctors and patients at the center of care through an intelligent, specialty-specific cloud platform. Our vision is a world where the software we build increases medical practice success and improves patient outcomes. Founded in 2010 by Daniel Cane and Dr. Michael Sherling, we have grown to over 3400 combined direct and contingent team members serving eleven specialties, and we are just getting started! ModMed's global headquarters is based in Boca Raton, FL, with a growing office in Hyderabad, India, and a robust remote workforce across the US, Chile, and Germany.

ModMed is hiring the Office Manager responsible for supporting the People Experience team's initiatives, including office administration, facilities management, special events, onboarding, recognition, process improvement, and logistics.

Your Role:
Office Administration and Facilities Management:

Coordinate the company-wide perks (catering, beverages, snacks).
Coordinate facility and maintenance requests with managed service providers.
Oversee facility maintenance and repairs, ensuring a safe and comfortable work environment.
Provide oversight of the on-site security vendor, assigned security personnel, and related safety processes to ensure compliance with company standards and a secure workplace environment.

Local Transportation & Corporate Travel Management:

Manage the daily cab roster by continuous vendor and employee coordination, ensuring timely pickups and drop-offs.
Manage the escort vendor/escorts for the drop service.
Optimize efficiency and ensure seamless experience with transport and escort services.
Resolve transport and escort-related complaints and issues.
Ensure the safety and security of the employees commuting by office transport.
Manage leadership visits, travel bookings (such as tickets, stays, etc.), and plan the itinerary for the leadership visits.

Inventory Management:

Manage office inventory and assets and keep the inventory tracker up to date.
Act as the primary and accountable party for the safety of office inventory and assets
Conduct regular inventory audits and reconcile discrepancies.

Team and Data Management:

Manage the reception staff to make sure employees and guests have the best experience while on-site.
Maintain confidentiality of organizational, guests/visitors, and employee-related information.

Budget and Invoice Management:

Assist in preparing the budget and monitoring expenditures related to office supplies, facilities, and administrative functions.
Identify cost-saving opportunities without compromising quality.
Validate the vendor invoices, coordinating for approvals with the leadership team and payment follow-ups with the finance/accounts team

Vendor management:

Build and manage vendor relationships, placing orders for office inventory (e.g., stationery, employee gifts, other swag, etc.), as needed.
Procure Inventory through strategic pricing negotiations to get the cost-effective, best-in-class services and products.

Event Management:

Assist with planning events, projects, and/or talent engagement initiatives to promote organizational culture.
Execute program content by focusing on and expanding corporate themes; follow educational and entertainment principles and obtain leadership approvals.
Coordinate event/meeting space according to requirements; schedule deliveries and schedule external contract service providers when needed.
Assist with the Modernizing Medicine Employee Recognition program.

Education Requirements: Any Bachelor's Degree

Skills & Requirements:

4 to 5 years of relevant experience or an equivalent combination of experience and education
Excellent written and verbal communication skills
Proficiency in Google Suite, Microsoft Word, Excel, PowerPoint, and Gmail
Excellent organizational, multi-tasking, and time management skills
Ability to interact with clients and employees in an approachable and professional manner
Minimal travel is required, including some weekends
Being detail-oriented is a must

ModMed Benefits Highlight: At ModMed, we believe it’s important to offer a competitive benefits package designed to meet the diverse needs of our growing workforce. Eligible Modernizers can enroll in a wide range of benefits:

India

Meals & Snacks: Enjoy complimentary office lunches & dinners on select days and healthy snacks delivered to your desk,
Insurance Coverage: Comprehensive health, accidental, and life insurance plans, including coverage for family members, all at no cost to employees,
Allowances: Annual wellness allowance to support your well-being and productivity,
Earned, casual, and sick leaves to maintain a healthy work-life balance,
Bereavement leave for difficult times and extended medical leave options,
Paid parental leaves, including maternity, paternity, adoption, surrogacy, and abortion leave,
Celebration leave to make your special day even more memorable, and company-paid holidays to recharge and unwind.

United States

Comprehensive medical, dental, and vision benefits, including a company Health Savings Account contribution,
401(k): ModMed provides a matching contribution each payday of 50% of your contribution deferred on up to 6% of your compensation. After one year of employment with ModMed, 100% of any matching contribution you receive is yours to keep.
Generous Paid Time Off and Paid Parental Leave programs,
Company paid Life and Disability benefits, Flexible Spending Account, and Employee Assistance Programs,
Company-sponsored Business Resource & Special Interest Groups that provide engaged and supportive communities within ModMed,
Professional development opportunities, including tuition reimbursement programs and unlimited access to LinkedIn Learning,
Global presence and in-person collaboration opportunities; dog-friendly HQ (US), Hybrid office-based roles and remote availability for some roles,
Weekly catered breakfast and lunch, treadmill workstations, Zen, and wellness rooms within our BRIC headquarters.

PHISHING SCAM WARNING: ModMed is among several companies recently made aware of a phishing scam involving imposters posing as hiring managers recruiting via email, text and social media. The imposters are creating misleading email accounts, conducting remote "interviews," and making fake job offers in order to collect personal and financial information from unsuspecting individuals. Please be aware that no job offers will be made from ModMed without a formal interview process, and valid communications from our hiring team will come from our employees with a ModMed email address (first.lastname@modmed.com). Please check senders’ email addresses carefully. Additionally, ModMed will not ask you to purchase equipment or supplies as part of your onboarding process. If you are receiving communications as described above, please report them to the FTC website.

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Office Manager

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