Our client is seeking an Administrative Assistant to work in Houston, TX for an initial 12-month assignment, likely to extend!

The Administrative Assistant will play a critical role in supporting the Americas Regional Medical Team by managing and scheduling occupational health exams and medical referrals for the company's employees and contractors. This role will also provide broader administrative support, including maintaining medical records, generating reports, coordinating meetings, and handling general office tasks. Strong organizational and communication skills, proficiency in Microsoft Office applications, and keen attention to detail in handling sensitive medical data and records are ideal.

Responsibilities:

• Serve as key point for scheduling and management of medical examination programs.
• Occupational health related examinations
• Medical referrals
• Review medical files for completion.
• Enter relevant medical data into electronic health record system
• Ensure that records are reviewed and approved by FFD decision maker on a timely basis.
• Escalate complex issues to admin team lead
• Provide administration support to Americas Regional Medical Teams.
• Respond timely to questions and redirect enquiries on behalf of other team members as needed
• Collate monthly medical/ appointment statistics.
• Type letters, memos and reports for department related issues. Handling correspondence.
• Scheduling appointments, managing calendars, and updating patient records.
• Coordinating meetings, conferences, and other events.

Expectations:

• Deliver personalized and high-level customer service support to their workforce.
• Always maintain medical confidentiality in line with corporate policy and local regulations,
• Maintain a comprehensive, secure, filing system for medical records.
• Photocopy, scan and fax documents re medical examinations, results etc. to relevant databases such as electronic medical record.
• Managing new and archived paper medical records into EMR as requested.
• Type dictated/ hand-written/emailed letters regarding employees.
• Good communication and organization skills to liaise with external medical providers and patients regarding scheduling of appointments.
• Attention to detail and accuracy in data entry and record-keeping.
• Strong customer service skills and ability to handle sensitive information with confidentiality.
• Handling sensitive data in compliance with local data protection regulations, such as the GDPR.
• Attend any relevant training courses and any other company mandated programs.
• Open and route or respond to mail in a timely manner as appropriate.
• Answer calls, email, or fax enquiries
• Generate expense reports (CTREX)
• Capabilities to grow and adapt as business needs evolve.
• Time management skills to prioritize tasks effectively
• Team oriented, able to work well and communicate with others effectively

Requirements:

• 1-5 years of administrative support experience, within a health and medical or corporate environment is a plus
• Proficient with Microsoft Office applications, Outlook, Excel, PowerPoint and office with ability to proofread, edit, and update as needed.
• Strong organizational skills, with the ability to manage multiple projects simultaneously.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Experience in scheduling, managing calendars, and coordinating logistics for meetings and events.
• Familiarity with SAP and expense management systems (CTREX) preferred.
• Experience in managing medical records and familiarity with HIPAA or similar privacy standards is a plus.
• Willingness to handle onsite responsibilities in downtown Houston.