Medical Staff and Office Coordinator

Job Title: Medical Staff and Office Coordinator

Division: Corporate

Status: Full-Time

Reports To: Director of Human Resources

Last Updated: October 2026

General Summary:

The Medical Staff and Office Coordinator is an integral member of the Pioneer medical staff support team. The Medical Staff and Office Coordinator is responsible to provide quality and consistent support to the medical staff members consisting of the timely tracking and management of the expirables and recredentialing processes. The Medical Staff and Office Coordinator will also perform a variety of office administrative tasks.

Essential Duties and Responsibilities:

Office Administrative Responsibilities:

• Answer incoming calls, take detailed and accurate messages, and ensure calls and messages are directed to the appropriate individuals.
• Retrieve office mail daily, sort incoming correspondence, and distribute, forward, or scan documents to the appropriate individuals or teams.
• Receive and distribute packages delivered to the office.
• Receive, scan, and provide documents delivered to the office to the appropriate internal contacts.
• Monitor incoming faxes throughout the day and promptly forward documents to the appropriate individuals or teams.
• Coordinate with the Finance team to order and replenish office supplies as needed.
• Follow the Office Maintenance Checklist to ensure office supplies, company-provided snacks, and common areas are adequately stocked, organized, and maintained to support a professional and welcoming office environment.

Medical Staff Support Responsibilities:

• Process death certificates received via fax, ensuring they are promptly routed to the appropriate medical staff member for signature and returned to the requesting funeral home or agency within the required 72-hour deadline.
• Monitor and coordinate medical staff reappointments, ensuring timely completion and compliance with Medical Staff Bylaws, Rules and Regulations, applicable policies and procedures, and delegated contracts.
• Coordinate with medical staff members and the Central Verification Office (CVO) to facilitate the reappointment process and ensure required documentation is submitted accurately and promptly.
• Maintain and utilize the credentialing database to support efficient operations, including conducting queries and generating reports and documents as needed.
• Manage and track expirable credentials and certifications, including medical licenses, DEA registrations, BLS certifications, and ACLS certifications, following up with medical staff members to ensure timely renewal and compliance.
• Maintain and update medical staff records and information in the Medical Staff Database to ensure accuracy and completeness.
• Collaborate with the Pioneer HR and Credentialing teams to provide backup support for credentialing, onboarding, and medical staff transitions as needed.
• Perform other related duties and responsibilities as assigned.

Knowledge, Skills, and/or Abilities Required:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain a professional appearance, assisting staff, welcoming guests and/or patients visiting the corporate office.
• Proficient in Microsoft Office applications including, but not limited to, Excel, PowerPoint, and Outlook.
• Strong analytical, quantitative, and problem-solving skills.
• Ability to organize and manage multiple projects simultaneously.
• Ability to work with data that is of a sensitive and confidential nature and maintain HIPAA compliance.
• Self-Management: Effectively manage time, conflicting priorities, self, stress, and professional development.
• Excellent interpersonal skills with the ability to communicate effectively both verbally and in writing.
• Ability to interact professionally with all levels of clinical and administrative staff.

Education/Vocational/Previous Experience Recommendations:

• Bachelor’s degree preferred
• 2 years prior experience working in an administrative support role

Working Conditions:

• This is an in-office position.
• Extended time sitting and/or standing.

For more information, please go to www.pioneermedicalgroupflorida.com

The statements above are intended to describe the general nature and the level of work being performed by people assigned to this position. Other duties may be assigned as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pioneer Medical Group is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Management Experience: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

Salary : $50,000 - $55,000