Practice Coordinator/Medical Administrative Coordinator

Job Title: Administrative Coordinator/Facility Coordinator
Location: Oakland, CA
Schedule: 8:30 AM–5:30 PM (M-F)

ASAP start

Job duties (front desk, back office, PC, admin or call center, etc.): Front Desk & Back office in Medical office setting
 

Summary / Duties:
Provides administrative support to the Facilities and Property Services team, with a primary focus on maintaining daily operations during a leave of absence coverage. Manages and follows up on work orders, ensuring timely completion and communication with tenants and internal stakeholders. Coordinates with vendors to track service requests and resolve issues. Performs invoice coding and supports accounts payable processes. Acts as a key point of contact for facilities-related inquiries and service needs. Maintains records, tracks requests, and supports the Property Manager with day-to-day operational tasks to ensure continuity of service across the facility portfolio.

Requirements:
HS Diploma or equivalent experience required
2 years experience in administrative support, facilities coordination in Medical office setting
Experience with work order systems, including tracking, routing, and follow-up
Experience with invoice coding and accounts payable support
Experience coordinating vendors and following up on service completion
Ability to manage high-volume requests and prioritize daily operational tasks
Proficiency in Microsoft Office and database systems
Strong communication skills with ability to follow up with tenants, vendors, and internal teams
Ability to work onsite and support daily office operations

Preferred Requirements:
Experience in healthcare or commercial property/facilities environment
Experience supporting a Property Manager or Facilities team
Familiarity with preventive maintenance or facilities service workflows
Experience with reporting, tracking logs, or service metrics
Basic knowledge of facilities compliance or regulatory standards