Front Desk & Clinic Operations Coordinator

Job Title: Front Desk & Clinic Operations Coordinator

Position Type: Part time

Department: Operations

Reports to: Clinic Manager

Hours: 4:00 PM to 8:00 PM Monday through Friday

Hourly Rate: $20.00

Position Summary

The Front Desk & Clinic Operations Coordinator ensures the smooth daily operation of the clinic by providing front desk support, maintaining a clean and organized environment, managing supplies and inventory, supporting clinical staff, and assisting with administrative and operational tasks. This role is essential to creating a welcoming, well‑run clinic for clients, families, and staff.

Key Responsibilities

Front Desk & Client Coordination

• Greet and assist clients, families, providers, and visitors professionally.
• Print and process requests sent to the front desk.
• Remind clients and caregivers to properly check in and check out.
• Follow up with absent ABA clients regarding attendance for the following day.
• Send text reminders to Mental Health (MH) clients as scheduled.
• Prepare testing folders for providers in advance, including:
• Protocols from the filing cabinet in Jen’s office
• Materials from the closet cabinet
  
  
  

Clinic Operations & Daily Walkthroughs

• Conduct daily end‑of‑day walkthroughs to ensure clinic readiness.
• Ensure therapy rooms are stocked with wipes, tissues, disinfectant spray, and hand sanitizer.
• Refill hand sanitizer bottles as needed.
• Turn off heaters, lamps, noise machines, and other equipment.
• Pick up visible trash from floors and common areas.
• Water plants throughout the clinic.
• Ensure clinic areas are orderly and presentable at all times.
  
  
  

Kitchen & Coffee Station Maintenance

• Maintain the coffee station throughout the day, including:
• Restocking coffee, sugar, creamer, teas, cups, and water
• Daily wiping of surfaces to remove coffee and sugar residue
• Cleaning trays on the coffee machine and water dispenser
• Periodically wiping down tea trays and containers
• Empty and wash the coffee pot at the end of each day.
• Stock ABA and breakroom kitchens with plates, cups, napkins, paper towels, and dish soap.
• Clean the extra table in the breakroom kitchen and wash any dirty dishes.
• Keep breakroom cabinets organized and stocked with items such as:
• Ziplock bags, straws, aluminum foil, and plastic wrap
  
  
  

Bathroom & Facility Supply Management

• Ensure both bathrooms are fully stocked with:
• Toilet paper, paper towels, soap
• Baby wipes, gloves, disinfectant spray, diaper bags
• Refill soap and paper towel dispensers as needed.
  
  
  

Supplies, Inventory & Equipment

• Order clinic supplies using the inventory spreadsheet as needed.
• Restock “All About My Day” and “Incident Report” forms.
• Manage walkie‑talkies by:
• Ensuring they are turned off and charging at the end of the day
• Labeling devices by provider name
• Prepare candy and sticker capsules for the vending machine and remove coins as required.
  
  
  

Administrative & Office Support

• Scan incoming mail and upload documents to SharePoint.
• Print and distribute materials as requested.
• Take photos of new hires and create wall portraits and badges (SharePoint links).
• Add birthdays and work anniversaries to the calendar and prepare cards (mailed to schools or virtual).
• Create signage for closures and announcements using Canva.
• Assist with seasonal clinic decorations.
  
  
  

Client & Staff Organization

Create cubbies for new clients, including:

• Name tags
• Proper placement based on morning vs. afternoon schedules
• Full cubbies as noted in the designated columns
• Maintain organized shared spaces and storage areas.
  
  
  

Errands & External Tasks

• Run occasional errands, including:
• Purchasing cakes and supplies for office celebrations
• Buying weekly fruit for employees
• Visiting the post office as needed
  
  
  

End‑of‑Week / Closing Duties

• On Friday evenings:
• Unplug the front desk LED light
• Lock the computer cart
• Ensure the clinic is secure and properly closed.
  
  
  

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks in an active clinic environment.
• Comfortable using office tools and systems (printing, scanning, SharePoint, Canva).
• Friendly, professional communication skills.
• Ability to perform light cleaning, lifting supplies, and running local errands.
  
  
  

Work Environment

• Clinic‑based role requiring standing, walking, light lifting, and frequent movement.
• Combination of administrative, front desk, and facility support duties.