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.