Administrative Office Coordinator - PMBS

Job Title: Administrative Office Coordinator
Work Location: Pafford Medical Services, Inc. - Administrative Office
Division/Department: Administration

The Administrative Office Coordinator serves as the central administrative support resource for the Administrative Office, ensuring efficient office operations while delivering exceptional customer service to employees, applicants, visors, vendors, and executive leadership. This position serves as the first point of contact for the organization and supoorts Marketing, Strategic Operations, Finance Administration, Recruiting, Travel Coordination, Executive Leadership, and other departments while maintaining a professional, welcoming, and confidential environment. 

Essential Duties and Responsibilities

• Welcoming visitors, applicants, vendors, and guests in a professional and courteous manner.
• Answer and direct incoming calls using a multi-line telephone system.
• Prepare and distribute the daily phone log report.
• Maintain a clean, organized, and professional reception area, conference rooms, and common space.
• Receive, sort, and distribute incoming mail and packages; coordinate outgoing mail, UPS, and FedEx shipments.
• Pick up and deliver mail at the local post office as needed.
• Coordinate conference room scheduling, meetings, interviews, catering, and refreshments.
• Monitor and replenish office and break room supplies.
• Assist with scheduling meetings, coordinating calendars, and preparing meeting materials.
• Provide administrative support to Marketing, Strategic Operations, Finance Administration, Recruiting, Travel Coordination, Excecutive Leadership, and other departments.
• Prepare, scan, copy, file, organize, and maintain electronic and paper records.
• Assist with employee engagement activities and special projects.
• Serve as the primary point fo contact for visitors, vendors, and building service providers.
• Coordinate office equipment maintenance and service requests.
• Maintain strict confidentiality of employee, applicant, patient, financial, strategic, and propietary information.
• Identify opportunities to improve office efficiency and customer service.
• Perform other duties as assigned. 

Minimum Qualifications

• Professional, courteous, and service-oriented demeanor.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and interpersonal skills.
• Ability to prioritize multiple responsibilities in a fast-faced environment.
• Ability to work independently and as a part of a team.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional business appearance, appropriate for representing Pafford Medical Services, Inc.

• Proficient with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive, Meet).
• Proficient with Microsoft Office (Outlook, Word, Excel, Teams).
• Experience with Zoom and other various virtual meeting platforms.
• Comfortable using multi-lined telephone systems and standard office equipment.
• Strong keyboarding and data entry skills.
• Ability to maintain HIPAA and company privacy requirements.
• Valid driver's license preferred if mail pickup/delivery is assigned.

• High School Diploma or GED required
• Previous administrative, receptionist, office support, clerical, hospitality, or customer service experience preferred.
• Healthcare or corporate office experience preferred but not required.

• Customer Service Excellence
• Professionalism
• Communication
• Organization
• Initiative
• Confidentiality
• Attention to Detail
• Adaptability
• Problem Solving
• Teamwork

Physical Requirements

• Ability to perform essential job functions consistent with ADA, FMLA, and applicable laws. 
• Regular and punctual attendance.
• Occasionally lift or move up to 20 pounds, including office supplies.
• Sit, stand, walk, bend, reach, and perform light physical activity.
• Communicate clearly in person and by telephone.
• Visual acuity to review documents and operate office equipment. 

Work Envirmonment

• Professional office environment with frequent interaction with employees, applicants, vendors, visitors, and executive leadership.
• Ability to manage interruptions while maintaining professionalism and exceptional customer service.

• Negligible

• Pafford Medical Services, Inc. is an Equal Opportunity Employer and provides equal employment opportunities to all employees and applicants in accordance with applicable federal, state, and local laws. 

NOTE: This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications.