Administrative Coordinator (Front Desk)

POSITION SUMMARY

The Administrative Coordinator serves as the first point of contact for visitors, employees, and callers. This role provides multi-department administrative support, ensures accurate scheduling and documentation for clients and staff, and maintains an organized, professional office environment. The ideal candidate is friendly, dependable, highly organized, and able to manage multiple priorities while maintaining accuracy and confidentiality.

ESSENTIAL DUTIES & RESPONSIBILITIES

Reception & Communication

• Greet and assist visitors in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls.
• Provide general information regarding office hours, procedures, and services.
• Verify and confirm clients’ appointments.

Scheduling & Calendar Management

• Enter clients’ appointments into the calendar based on appointment cards or information received.
• Schedule DSPs for Waiver van transport.
• Track and monitor van usage, mileage, maintenance needs, and key distribution.
• Update schedules and notify appropriate staff of cancellations or changes.

Document & Records Management

• Scan, upload, and file documents including notes, disciplinary action forms, waivers, and other records.
• Prepare new hire and annual DSP packets.
• Save provider notes in the dictation folder according to protocol.
• Fax logs, MARs, and required documents to medical offices.
• Request office notes and maintain accurate follow-up documentation.
• Support the Waiver Nursing Department with documentation needs.

Mail, Deliveries & Office Logistics

• Receive, process, sort, and distribute daily mail and packages.
• Prepare and send outgoing mail; monitor and add postage to the meter.
• Print monthly copy counts from printers and copiers.
• Manage supply inventory for the Central Office; place orders as needed.
• Issue gloves and other supplies to employees as directed.
• Coordinate appropriate storage and pickup for deliveries.

Compliance & Reporting

• Assist with running monthly DSP and OIG checks.
• Assist with running DSP Adverse Checks every month.
• Maintain tracking spreadsheets, logs, and other compliance-related records.

Administrative Tracking & Compliance Support

• Maintain data tracking spreadsheets and ensure updates are completed accurately and on schedule.
• Assist with annual training requirements by monitoring completion and sending follow-up reminders.
• Make follow-up calls to staff, including DSPs, regarding required record updates or missing documentation.
• Upload documents and maintain employee files in the HRIS system to ensure records remain current and compliant.

Employee & Department Support

• Assist employees with Paycom accounts when needed.
• Provide administrative support to program leadership and the Executive Administrative Assistant as needed.
• Support departmental operations by performing general office and clerical tasks as required.
• This job description reflects the general duties of the position; duties are not limited to those listed and may include other tasks as assigned by the supervisor.

CORE COMPETENCIES

• Communicates clearly and professionally, both in writing and in interpersonal interactions.
• Effectively manages multiple tasks while maintaining strong attention to detail.
• Demonstrates calm, professional judgment when managing interruptions or stressful situations.
• Consistently reliable, trustworthy, and committed to maintaining confidentiality in all matters.
• Highly organized with strong time-management and follow-through skills.
• Maintains a positive, customer-focused attitude in all interactions.
• Solution-focused and able to resolve routine issues independently

KNOWLEDGE, SKILLS & ABILITIES

• Proficient in operating general office equipment and handling day-to-day administrative functions.
• Demonstrates working proficiency in Microsoft Word and Excel for daily administrative tasks.
• Able to quickly learn and navigate internal systems and processes.
• Handles confidential information with discretion and in full compliance with company policy.

EDUCATION & EXPERIENCE

• High School diploma or equivalent required
• At least one year of administrative, receptionist, or front office experience preferred

PHYSICAL REQUIREMENTS

• Ability to sit, stand, bend, and move throughout the office environment
• Ability to lift and carry light to moderate items (e.g., files, office supplies)

WORK ENVIRONMENT

• Standard office environment with frequent interaction with staff, visitors, DSPs, and callers
• Must be able to manage interruptions while maintaining professionalism