Office Coordinator

Paradigm is an accountable specialty care management organization focused on improving the lives of people with complex injuries and diagnoses. The company has been a pioneer in value\-based care since 1991 and has an exceptional track record of generating the very best outcomes for patients, payers, and providers. Deep clinical expertise is the foundation for every part of Paradigm’s business: risk\-based clinical solutions, case management, specialty networks, home health, shared decision support, and payment integrity programs.

We’re proud to be recognized—again! For the fourth year in a row, we’ve been certified by Great Place to Work®, and for the third consecutive year, we’ve earned a spot on Fortune's Best Workplaces in Health Care™ list. These honors reflect our unwavering commitment to fostering a positive, inclusive, and employee\-centric culture where people thrive.

Watch this short video for a brief introduction to Paradigm.

We’re seeking a highly organized, detail\-oriented Office Coordinator to keep our Tampa office running smoothly and professionally every day. This is an in\-office position, with hours generally aligned to normal business hours (8:00 a.m. to 5:00 p.m.), but will require flexibility on hours from time to time. This position blends office management and administrative coordination—supporting day\-to\-day facilities and vendor needs, maintaining a welcoming workplace experience, and providing occasional executive assistant\-style support (calendar coordination, meeting logistics, and confidential administrative tasks). The ideal candidate thrives in a fast\-paced environment, takes ownership, and is known for strong follow\-through, excellent judgment, and exceptional service. Occasional travel may be required.

Duties and Responsibilities:

Office \& Administrative Operations

• Serve as the primary administrative point of contact for the Tampa office while coordinating needs across multiple company locations.
• Provide front desk or reception coverage as needed, ensuring a professional and welcoming experience for employees, visitors, and candidates.
• Ensure offices and shared space areas (e.g., lobby, reception areas, conference rooms and supply areas) are clean, organized, safe, and fully operational on a day to day basis.
• Manage shared office space scheduling, conference room scheduling, mail distribution, and general administrative workflows.
• Maintain office policies, procedures, and reference materials; assist with standardization across sites.
• Partner with office coordinators or site leaders at other locations to ensure consistency in services and standards.
• Communicate effectively with remote teams, business units and shared services functions.

Facilities \& Vendor Coordination

• Coordinate with mailroom and facilities teams, property management, IT, and external vendors to address incoming and outgoing mail, maintenance, repairs, and office service needs.
• Manage vendor relationships for office services (e.g., janitorial, office supplies, catering, security, equipment).
• Track service requests, follow up on open issues, and escalate as appropriate.
• Support employee onboarding and offboarding logistics (workspace setup, access coordination, supplies, badges).
• Assist with office moves, expansions, and space planning initiatives.

Meetings, Events \& Office Logistics

• Oversee and coordinate logistics for internal meetings, group meetings, and on\-site events, including room scheduling, setup, and breakdown.
• Collaborate with meeting organizers and Executive Administrators as needed to facilitate office events and meetings.
• Work with IT to schedule and verify AV setup before meetings and assist with technical issues as needed.
• Arrange catering and refreshments, managing vendor communication and delivery timing across company locations as needed.
• Maintain conference room schedules, signage, and day\-of logistics to ensure seamless execution.
• Provide support for company events or special office initiatives as assigned.

Administrative \& Cross\-Functional Support

• Order and manage office supplies and equipment; monitor inventory levels and usage trends.
• Assist with invoice processing, track invoices, reconcile vendor charges, and support budget monitoring for office related expenses.
• Support multiple departments or leaders with ad hoc administrative and coordination needs.
• Assist with creating company documents or internal communications as needed.
• Support company wide initiatives that impact facilities, workplace operations, or employee experience.

Other

• Maintain reliable and predictable attendance during scheduled work hours or core business hours.
• Travel occasionally for meetings, training, or business\-related activities.
• Responsible for complying with Paradigm Information Security requirements and policies, for safeguarding Paradigm or Paradigm related passwords, and for notifying Paradigm of any Information Security incidents per policy SEC 10\-12 Information Security Incident Management.

Qualifications:Education:

• High school diploma or equivalent; associate’s degree or higher preferred.

Experience:

• 5\-7 years of experience in office administration, facilities coordination, or a similar role in a multi site or mid to large organization.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and office management tools.
• High level of professionalism, discretion, and customer service orientation.
• Experience supporting multiple office locations or a workforce of 500\+ employees (preferred).
• Familiarity with vendor management, facilities systems, or ticketing tools (preferred).
• Experience partnering with Executives, HR, IT, and Facilities teams (preferred).

Core Competencies:

• Attention to detail and follow through
• Strong problem\-solving and decision\-making abilities.
• Collaboration across functions and locations
• Time management and prioritization
• Adaptability to changing priorities and technologies.
• Service mindset and employee first approach
• Ability to analyze processes and recommend improvements.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a dynamic environment.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite and remote collaboration tools
• Exercise sound judgment and escalate concerns appropriately
• Demonstrated ability to work independently and as part of a team.

Paradigm Benefits:

• Health and wellness– We want our people to be and stay healthy, so we offer PPO, HDHP, and HMO health insurance options with Cigna and Kaiser (CA employees only).
• Financial incentives – Paradigm’s financial benefits help prepare you for the future: competitive salaries, 401(k) matching contributions, employer\-paid life and disability insurance, flexible spending and commuter accounts, and employer\-matched HSA contributions.
• Vacation \- We believe strongly that work\-life balance is good for you and for our company. Our paid time off and personal holiday programs give you the flexibility you need to live your life to the fullest.
• Volunteer time– We want our employees to engage with and give back to their communities in meaningful ways. Full and part\-time employees receive one paid day per calendar year.
• Learning and development: One of Paradigm’s core values is expertise, so we encourage our employees to continually learn and grow. We support this in a variety of ways, including our new Learning Excellence at Paradigm (LEAP) program.

Paradigm believes that fostering a diverse and inclusive workplace is central to our mission of helping more people and transforming lives. We’re striving to build a culture that better reflects the society we live in and empowers our team to deliver the highest levels of compassion and care to those we serve. For us, achieving this goal requires a workforce that respectfully embraces differences and commits to positive change, creating an environment where everyone is able to bring their whole self to work.

Paradigm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Leave Management at leave.management@paradigmcorp.com.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

As a contractor with the State of Wisconsin, Paradigm complies with Wisconsin Contract Compliance Law (§16\.765\). Poster link: Contract Compliance Law Poster