ISYS Solutions, Inc. · 23 hours ago
Office Support Specialist
Brea, CA
Full-time
Onsite
New Grad, Entry Level
$21/hr - $22/hrISYS Solutions, Inc. is currently seeking an Office Support Specialist for their Brea office. The role involves managing general office functions, maintaining administrative responsibilities for the Quality Control Department, and ensuring adherence to the company's values and standards in daily interactions.
AssociationCommunitiesMedical
Responsibilities
Completes all functions in a professional manner consistent with ISYS’ Brand/Values and standards of quality and protocols
Greeting all visitors promptly with a professional, friendly and helpful demeanor. Consistently communicating in a courteous and polite manner with all colleagues, customers and visitors. Practice awareness of representing the ISYS Brand to guests and colleagues and ensure all interactions are friendly and professional
Familiarity and adherence to special instructions/guidelines, ISYS’ protocol and standards of quality
Maintaining cleanliness and order in front reception area and assists with maintaining cleanliness and order in the break rooms, mail room and any general shared office space
Answering the ISYS and CareerSmart main telephone line in an upbeat and friendly manner. Addressing the callers needs in a polite and helpful way, effectively screening calls and transferring calls courteously and carefully
Thorough understanding of the GrandStream phone system application
Consistently monitoring the reports, fax inboxes and processing the incoming requests in a timely and efficient manner
Distributing interview folders and beverages to interviewees as directed by Human Resources. If feasible making conversation with interviewees while they wait in the reception area, and providing a summary to HR of the general impression of and interactions with interview candidates
Monitoring and processing incoming and outgoing mail. Double check all hard-mail invoices and reports for accuracy. Report any discrepancies to mentor or manager. Receive and sign for packages and distribute accordingly. Obtain and process incoming mail. Scanning and uploading incoming mail related to cases in the relevant CMA file and alert the appropriate CM
Other mail related duties: Thoroughly understand the rates, ordering and printing process of Stamps.com. Packaging and processing any UPS shipment requests via the UPS website
Monitoring and restocking basic office supplies. Order all requested office supplies via staples.com and proactively ensure breakroom and mail room are stocked with stamps and other essential supplies weekly
Carefully collates reports with related invoice, uploads invoices, reports and enclosures into ISYS’ database and sends final product to customer
Maintaining and monitoring the daily employee sign-in sheet and visitor screening forms
CM Manual Assistance, including: Printing and binding all NCM manuals for new hires. Ensuring all CM manuals are updated in a timely manner to include any feedback or changes implemented by the department manager
Assist SPED department with CMA tasks and updates as necessary. Acts as primary back-up for all SPED functions including referrals, coverage coordination, incidents/kudos and customer data updates
May be assigned various other special projects or tasks in support of the Quality Control Department or other supporting departments
Office space monitoring and upkeep: Inform management of any office space issues or concerns as they arise and when appropriate coordinates general office space maintenance tasks such as opening repair tickets with PRES, coordinating service on items such as the water filtration system, a/c repair, etc. Any non-approved vendors or non-routine items must be pre-approved by a manager
Process subpoenas, as directed by the mentor or manager
Copy and distribute medicals via OneDrive or CD-ROM, as directed by the mentor or manager
Write thoughtful email communications in a manner that reflects well on ISYS
Perform other general office tasks and projects in support of the Quality Control Services and Finance Departments as assigned
Qualification
Required
Outstanding computer knowledge, skills and experience
Strong reading and writing with excellent understanding of English language, grammar, and punctuation
Excellent verbal and interpersonal communication skills with the ability to present in a professional, upbeat and friendly manner
Good problem-solving skills with the ability to practice sound judgment
Ability to maintain professional boundaries and professional interactions in all circumstances
Demonstrate knowledge and understanding of the ISYS Brand/Values
Initiative to ask questions when uncertain or unclear, and to make suggestions when appropriate
Maintain confidentiality in all situations and respect for confidential offices, meetings and conversations
Mindfulness of how one's communication style may positively impact the work environment and the ability to maintain productive and polite interactions
Company
ISYS Solutions, Inc.
ISYS provides “Best in Class” medical case management to the worker’s compensation industry's claims professionals.
Founded in 1998
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Alysha Loumakis-Calderon, B
President & CEO
Chris Loumakis
Founder & Chairman
Recent News
Washington Technology
2025-03-18
2022-07-04
Company data provided by crunchbase