The Front Office Coordinator will be responsible for providing comprehensive administrative support to ensure the smooth operation of the office.
This role involves a variety of tasks, including managing office supplies, coordinating meetings, supporting staff, and handling communications.
Essential Functions :
- Conduct Waitlist Outreach : Contact client families quarterly or as instructed to confirm their commitment to services.
- Coordinate and Communicate with Support Teams : Use designated systems to collaborate with tablet and IT support teams.
- Request Vendor Services : Procure services from designated vendors as needed.
- Procure Services from Vendors : Request services through specified vendors when required.
- Manage Business Phones and Visitors : Answer business calls and greet visitors and teammates warmly.
- Administer Facilities : Oversee new hire and new client paperwork, as well as the offboarding process for teammates.
- Handle Mail and Supplies : Receive, distribute, and stock mail accordingly.
- Maintain Cleanliness : Ensure cleanliness and orderliness of the facility.
- Create Program Materials to support clinical programming needs.
Non-Essential Functions / Other Duties :
Other duties as assigned.
Qualifications : Education :
Education :
High school diploma or equivalent required.
Experience :
Experience as a Receptionist, Front Office Representative, or similar role strongly preferred.
Skills and Competencies :
- Excellent communication skills with proven ability to communicate effectively and professionally with internal and external contacts to the organization.
- Self-motivated, with excellent organization, prioritization, and time management skills.
- Exceptional attention to detail.
- Works cohesively within a team environment.
- Professional presence and poise under pressure.
- Critical thinking skills, with strong analytical abilities.
- Strong work ethic and discipline to complete tasks thoroughly and on time.
- Expert in Microsoft Office products and applications, including Excel, Word, PowerPoint; SmartSheet / MS Project; Zoom and other communication platforms.
- Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.
- Demonstrated ability to interface well with all departments within the company in a highly professional manner.
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