Administration Assistant

Get to know us: NOVO Health Services offers linen management solutions to the healthcare industry. NOVO Health keenly focuses on safety and infection control and provides its partner hospitals with a value-driven linen management control system that measures and monitors linen utilization by department to eliminate excess internal costs. NOVO's wide range of service programs offer a variety of options to provide a seamless, single source distribution system. NOVO's regional healthcare linen facilities are HLAC accredited and operate with state-of-the-art processing equipment and processes.

Lead and Grow with Us!

NOVO Health Services is a leading provider of healthcare linen solutions, delivering a fresh and innovative approach to the industry. Our focus on patient experience, infection prevention, and operational excellence enables us to improve linen quality while reducing overall program costs for our healthcare partners.

With HLAC-accredited facilities and a commitment to continuous improvement, NOVO is redefining how healthcare linen programs are managed across the country.

NOVO Health Services is seeking an organized and dependable Administration Assistant to support daily administrative and office functions at our Louisville facility, serving as the consistent onsite presence and primary point of contact for office-related matters.

Acting as Administration Coordinator, Event Planner, Community Liaison, and overall office operations lead, this role is responsible for billing, invoicing, contracting, office maintenance, event coordination, and customer communication, ensuring the smooth and efficient functioning of the office.

The ideal candidate thrives in a fast-paced environment, can balance multiple priorities, and embodies NOVO Health Services' cultural values.

Key Responsibilities

Office Operations & Administration

Organize and manage office operations and procedures, including correspondence, filing systems, and supply requisitions

Maintain office efficiency through effective systems, workspace layouts, and equipment procurement

Establish, implement, and monitor office policies and procedures to ensure consistency and effectiveness

Submit and track work orders for damaged or leased office equipment

• •Serve as the consistent onsite presence and primary point of contact for office-related matters
• •Any additional Ad-hoc responsibilities delegated by HR/HR Safety Manager or other senior leadership.

Billing, Purchasing & Tracking Systems

Manage linen processing and billing using the ABS system

Support invoicing and contracting activities, ensuring accurate and timely documentation

Administer and maintain the Purchase Order process

Oversee the RFID and scrubs tracking process

Customer & Community Relations

Assist customers in resolving issues related to shortages or mis-deliveries

Support clear, professional customer communication on behalf of the Louisville facility

Coordinate company events and serve as a community liaison for the facility

Reporting & Team Support

Keep leadership informed by reviewing and analyzing reports, summarizing key insights, and identifying trends

Mentor staff and encourage creativity and innovation in daily operations

Perform other duties as assigned based on business and operational needs

Qualifications

Required

High School Diploma or equivalent work experience required

Demonstrated strong work ethic, initiative, and customer service mindset

Excellent written and verbal communication skills, with strong listening skills and empathy

Effective problem-solving skills in both individual and group settings

Proven ability to use a participative approach, prioritize tasks, and manage within budget

Strong administrative, organizational, and follow-through abilities

Proficiency in Microsoft Office

Skills in reporting and process management

Willingness to travel occasionally (up to 10%)

Preferred

Associate degree or additional coursework in business or office administration

Previous experience in an office administration, coordinator, or billing/invoicing role, ideally in an industrial, manufacturing, or healthcare services environment

Experience with ABS or similar billing/linen management systems, and with RFID or asset-tracking processes

Experience planning events or supporting community outreach

Key Competencies

Humble, hungry, and emotionally intelligent (socially smart)

Articulate and organized, with strong administrative follow-through

Ability to perform in a fast-paced environment with shifting priorities

Customer-focused approach, with strong listening skills and empathy

Collaborative, participative approach to problem-solving

Analytical mindset in reviewing reports and identifying trends

Sound judgment and discretion when handling billing, contract, and customer information

Physical & Work Environment Requirements

Primarily an onsite, office-based role at the Louisville facility with regular use of computer, phone, and email

Ability to sit, use a computer, and perform data entry for extended periods

Occasional travel (up to 10%)

Occasional interaction with plant and production environments may be required

Ability to perform the physical requirements of the position with or without reasonable accommodation

Novo is an Equal Opportunity Employer and Drug Free Workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law

• What we can offer you as a full-time associate:
• Competitive pay
• Paid Holidays
• Paid Time Off Program (PTO)
• 401(k) w/Employer Match
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Medical, Dental, and Vision Programs
• Basic Life/AD&D Insurance
• Long-Term Disability (LTD)

Why work for Novo Health Services?

• NOVO Health Services strives to be the employer of choice in the hospital sterile and hygienically clean linen industry. To do that, we provide a safe, positive work environment where our associates experience tremendous growth and related opportunities for advancement.
• Complete an on-line application at www.novohealthservices.com!
• All applicants will be considered for employment without attention to race, color, sex, sexual orientation, gender identity, national origin veteran, or disability status. We are proud to be an equal opportunity workplace and an affirmative action employer. Drug-Free Workplace.