Office Coordinator

About the Role

As the Receptionist/Office Coordinator Assistant you are  the first friendly face that receives all employees, executives, and vendors at our office in the America Free Zone. You will ensure that office workflow procedures are followed with maximum efficiency by your ability to clean communication and interpersonal skills capable of building rapport and strong relationships. You will report to the Finance/Site Manager and will be the main point of contact for any inquiries or concerns for our Costa Rica site when the Finance and Site manager is unavailable.

Your Area of Focus

• Receive all Tebra candidates, new hires, vendors, or guests at the front door.
• Ensure the pickup of supplies or items even if required to do so after work hours.
• Assist HR/Admin teams with any onsite document delivery.
• Maintain/update any SOPs related to office facilities and maintenance.
• Regulate the game and TV area and Cafeteria at the office.
• Receive any mail, invoices, or any physical documentation.
• Main point of contact for deliveries (on and offsite) and coordinate messenger services. Receive Product delivery from vendors and confirm with IT and Staff Accountant.
• Follow and enforce all Health required protocols recommended by our Occupational Health Professional.
• Answer all incoming phone calls and be responsible for the reception's guest registration at the front desk.
• Coordinate reservation of conference rooms and huddle rooms when required.
• Be involved in the creative planning and production of activities and mixers. This includes price quoting and comparison of items, gifts, venues, vendors, services, and products.
• As the Office Snack and Fruit Coordinator, you will play a crucial role in maintaining a well-stocked and diverse selection of snacks and fresh fruits for our employees while ensuring adherence to budgetary constraints. Your responsibilities will include sourcing, procuring, and managing inventory, all while prioritizing healthy and enjoyable options that cater to various dietary needs and preferences.
• Coordinating all office and equipment maintenance and ensuring quality and completion.
• Supervision of cleaning personnel.
• Parking management for employees and visitors.
• Control and management of office, cleaning, and cafeteria supplies.
• Make hotel reservations for visitors.
• Coordinate and assist the Occupational Health Consultant with projects and compliance.
• Participate as a member of the Occupational Health Committee and the Brigade as a representative of the company.
• Manage and Coordinate the SWAG Store Process for Costa Rica.
• Sign off and equipment return for Work from Home modality.
• Management of Uber Eats and Travel requests.
• Coordinate lunch for new hires and Executives from Corporate.
• Partner with Accounting Staff in equipment control requirements and regulations.
• Partner with AFZ’s maintenance and administration teams for facilities coordination.
• Manage and execute import and export processes.
• Participate as a member of the Culture Committee as a representative of the company

Your Professional Qualifications

• High School Diploma or any Administration Technical Degree.
• 1-3 years relevant work experience, preferably as an administrative assistant or receptionist.
• Experience managing vendors and facilities is preferred.
• Excellent English communication skills, both written and verbal.
• Possess own vehicle for company related tasks.
• Ability to work your way around computer and office software applications with ease.
• Excellent attention to detail.
• High level of professionalism and social etiquette since you will be the face of Tebra in Costa Rica.
• Excellent time management and organization skills for office workflow procedures and requirements.

About Tebra

Kareo and PatientPop have joined forces to become Tebra, the digital backbone for practice well-being. While our teams are still supporting both products, our new hires and current employees are now united as Team Tebra. 

Tebra aims to unlock better healthcare by helping independent practices bring modernized care to patients everywhere. Well over 100,000 providers trust Tebra to elevate their patient experience, and help them grow their practice. At Tebra, we’re building the future of well-being together. That shared vision for tomorrow begins with compassion and humanity today.

Our ValuesStart with the Customer 

We get to know our customers - and their patients - and look at the world through their lens.

Keep It Simple

Healthcare is too complex. We aim to simplify it for everyone.

Stay Entrepreneurial 

We reject the status quo and solve problems with creativity, perseverance, and a bias to action.

Better Together

We are diverse, humble, and collaborative. We put the team first and win together.

Celebrate Success

Life is short and joy is underrated. We take time to have fun and celebrate success.

Perks & Benefits 

To assist with all of life’s needs, Tebra also offers a wellness and childcare subsidy and a University/Education discount! We also offer a number of resources to help you keep your mind and body healthy. Check out obe Fitness for a great workout, or LifeWorks Employee Assistance Program to find mental health resources, along with other resources for everyday occurrences.

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