Corporate Services Administrator at QTC Management, Inc. in San Dimas, California

Job Description:

Job Summary:

Provides support in the Corporate Administration Department in the areas of procurement, facilities, insurance, small business subcontract reporting, records/contract administration and general office administration

Essential Duties and Responsibilities:

         Corporate Administration:

• Responsible for handling these areas of insurance administration: applications for renewals, certificate requests for property management, contract compliance, notifying broker and carriers regarding new potential claims, and file maintenance


• Accountable for records management and administration for Iron Mountain including adding and deleting users and departments, shred profiles, storage profiles; managing file storage inventory, and management of records destruction eligibility


• Develop/maintain procedures and provide staff training on all aspects of records management


• Perform Small Business Subcontractor reporting, and analysis of compliance and preparation of regular reports via eSRS system for government contracts


• Review client contracts to assess subcontracting requirements, periods of performance, etc.


• Planning and administration of emergency evacuation, training, notification of LMI in event of actual evacuation; update policies/procedures for emergency evacuations


• Coordinate company-wide Administration Team activities, particularly office maintenance


• Other projects and duties as assigned

         Procurement:

• System administrator and buyer for medical supplies vendor and responsible for maintaining formulary, updating approval control listing as needed, negotiating pricing for updated medical supply items, and medical equipment for clinics and Operations


• Assess requirements and order supplies from for Corp Administration, , HQ, break rooms, and clinics, as needed


• System administrator for FedEx including add/delete/ maintain/transfer accounts, departments, users


• SharePoint administrator for Corporate Administration, Facilities, Procurement


• Review purchase requisitions, research products/services, identify vendors to get quotes, determine product availability, prepare RFP’s, obtain and evaluate proposals, negotiate price and terms of contracts, prepare/process/monitor/follow up on purchase orders and interface with vendors for the entire procurement process.


• Enter new vendors and handle vendor maintenance in the accounting and procurement systems, ensuring files and process follow the Procure to Pay process  and in compliance with Purchasing policies and procedures


• Contract administration for contractors and consultants


• Review purchase order claims and contracts for conformance to company policy, for periods of performance, terms & conditions, and compliance issues, etc.


• Procurement Training of all Clinic Office Managers, Operations Managers

         Facilities:

• Prepare all documentation required for Capital Expenditure Requests , gathering and reviewing quotes, checking for accuracy of quantities and pricing, then placing orders when budgets are approved


• Monitor Service Desk tickets and take action as appropriate, identifying appropriate vendors and contacting as needed


• Facilitate coordination between QTC and property management for San Dimas buildings issues


• Onsite liaison between company and property manager, building engineer, and day porters


• Oversee and monitor parking for vehicle information for all employees, as needed.


• Manage corporate offices s alarms (alarm codes, emergency list, etc) and other location set ups; liaison with security monitoring companies on problems and updates


• Point of contact and administration for all corporate office facilities issues, including janitorial, maintenance, alarms, keys, coffee service, etc.


• Manage key inventory for corporate HQ; interior doors on master keys


• Emergency Evacuation preparation and implementation; including write/update policies/procedures, schedule evacuation drills, analysis of lessons learned and follow up

Competencies:

• Ability to work in cross-functional team environments, as well as independently


• Ability to organize, plan and coordinate multiple projects/tasks in detail and with a high sense of urgency


• Superior customer service skills and telephone etiquette


• Possess the ability to effectively work with all levels of management and staff and various personalities and learning styles


• Excellent follow up and problem solving skills


• Proficient in MS Office products - Word, Excel and PowerPoint.

This job description supersedes all prior job descriptions and is intended to describe the general content and essential requirements for the position listed above. It is not to be construed as an exhaustive statement of requirements, duties and responsibilities. Management reserves the right to add or change the duties of this position as required at any time.

QTC Management Inc. is a VEVRAA Federal contractor and an Equal Opportunity Employer. The company has an ongoing commitment to affirmative action and the creation of a workplace free of discrimination, harassment and retaliation. The company recruits, hires, trains, and promotes individuals in all job titles without regard to race, color, creed, religion, ancestry, national origin, age, sex, sexual orientation, people with disabilities protected under law, and  protected veteran status.