Job Summary: Manages the day-to-day office functions; maintains the departmental or facility calendars. Is the primary point of contact for office logistics and coordination. Encourages teamwork, managing the workloads of administrative staff, providing insight and support to the facility or division's management team. Oversees reception functions, office maintenance and other general office management functions as assigned by the site or division leadership. Reports to and gives support/assistance to the Operations Director of Puerto Rico. Job Responsibilities: Structures, organizes, expedites and may facilitate the activities and workload of the Office and overall Region/Area. Prioritizes schedules, maintains calendar and develops a system of follow-up for projects, meetings and issues to assure the office operates efficiently and effectively. Arranges and coordinates details for meetings, conferences, and special events. Makes travels arrangements, as necessary. Is responsible for the implementation of efficient procedures for general office administration. Analyzes and organizes office operations and procedures. Evaluates office production, revises procedures, or devises new processes to improve efficiency of workflow. Informs all appropriate office personnel, programs and operations that affect their areas, and encourages feedback from all employees to increase productivity. May assist/act as Facility Manager with contract facility maintenance and other facility issues including supervising office maintenance and cleaning. Serves as a liaison between the Building Manager and Building Owner. Maintains facility files and service contracts such as building alarm, shredding containers, services calendar/appointments, services invoices, coordinates office moves, and maintains door access cards and facility keys. Serves as department representative for maintenance of office equipment. Sets up appointments, sends marketing materials to perspective clients, executive bio and other materials to media outlets, and answers preliminary questions that allow Operations Director to further develop business opportunities and relationships. Manages all local documentation received from Government agencies, including store fines or any other violations to the local regulations. Responsible for sending legal suit documentation by mail to Continental Claim. Assists in the development of new business opportunities by serving as healthcare vendor point of contact, establishing relationships with potential customers and transitioning the business opportunity to the appropriate Region Representative. Provides administrative support to the onboarding of new team members including creating employee access, entering employee information into the system, arranging desk and supplies, providing facility tours and assisting in other new-hire procedures as required. Responsible for providing important and/or mandatory information regarding office procedures, policies and rules; Delivers seminars, training and manages the office boards. Promotes a healthy office environment and builds employee morale and motivation. May coordinate facility safety initiatives or trainings, send OSHA information (in case we need one or receive a mandatory one to be send) maintains up to date and verifying our First Aid Cabinet as well as requesting fulfilling. Provides support to the Stores and responds to most escalated customer complaints within Puerto Rico. Proactively manages correspondence between internal and external customer/client groups. Serves as Liaison with IT and other support departments to ensure the maintenance of the departmental component of LAN system and CISCO Phones. Resolves issues as needed. Manages office parking spaces and tracks utilization and records. Works directly with the Building Parking Manager and validates parking tickets. Assists in the management of the office fleet documentation, such as car registration, inspection, etc. Assists and participates on WAG local events including coordinating services, booths and equipment among other requests. Administers and maintains office expenses. Manage the invoices and completes monthly expense detail reconciliation. Walgreens, one of the nation's largest drugstore chains, is included in the Retail Pharmacy USA Division of Walgreens Boots Alliance, Inc., the first global pharmacy-led, health and wellbeing enterprise. More than 10 million customers interact with Walgreens each day in communities across America, using the most convenient, multichannel access to consumer goods and services and trusted, cost-effective pharmacy, health and wellness services and advice. Walgreens operates 8,175 drugstores with a presence in all 50 states, the District of Columbia, Puerto Rico and the U.S. Virgin Islands. Walgreens omnichannel business includes Walgreens.com. Approximately 400 Walgreens stores offer Healthcare Clinic or other provider retail clinic services. As the neighborhood drugstore and retailer, our goal is to make health and happiness simpler, easier and within reach. And we remain a trusted wellness provider offering convenient access to important health services, such as immunizations and an array of pharmacy services that can help patients improve their health. To our team members, Walgreens represents a unique opportunity to excel in their careers in a welcoming and inclusive environment. We offer the chance to work in a truly supportive environment, and be a part of a progressive organization dedicated to the well-being of our customers, team members and the communities we all call home. Basic Qualifications High School Diploma/GED and at least one year of office management or administrative assistant experience. Experience managing a large office space with complex needs. Knowledge of OSHA and local requirements. Experience building and maintaining relationships within a team. Experience using time management skills such as prioritizing/organizing and tracking details and meeting deadlines of multiple projects with varying completion dates. Experience developing ways of accomplishing goals with little or no supervision, depending on oneself to complete objectives and determining when escalation of issues is necessary. Experience working with and trouble-shooting Office Technology virtual meeting tools, such as Polycom video conferencing, Prysm displays, etc. Experience with MS Office Suite at an Intermediate level. Willing to travel up to 10% of the time for business purposes (within state and out of state). Apply Save jobSaved SDL2017
