Office Coordinator

Job Overview
We are seeking a dynamic and highly organized Office Coordinator to join our team! In this vital role, you will be the heartbeat of our office operations, ensuring smooth daily functions and fostering a welcoming environment for staff, clients, and visitors alike. Your energetic approach and exceptional organizational skills will drive efficiency, manage administrative tasks seamlessly, and support various departments to achieve their goals. If you thrive in a fast-paced setting and love coordinating multiple projects with enthusiasm, this is the perfect opportunity for you to make a meaningful impact!

Duties

• Oversee daily office operations, including front desk management and multi-line phone systems to ensure clear communication channels.
• Manage scheduling for meetings, appointments, and events, coordinating calendars for multiple team members with precision.
• Supervise administrative staff and provide training & development opportunities to foster a motivated team environment.
• Handle vendor management by coordinating service providers, processing invoices via the EMR, and maintaining strong professional relationships.
• Support human resources functions such as onboarding new employees, maintaining personnel records, and assisting with payroll processes.
• Organize and maintain filing systems, including medical office management files if applicable, ensuring easy retrieval of documents.
• Assist with budgeting, bookkeeping, and expense tracking to keep financial records accurate and up-to-date.
• Plan company events and team-building activities that boost morale and promote a positive workplace culture.
• Ensure excellent communication through phone etiquette, clear email correspondence, and effective internal messaging.

Requirements

• Proven experience in office management or administrative roles with clerical or office experience.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Supervising experience is preferred to lead administrative teams effectively.
• Familiarity with AdvancedMD for financial transactions and vendor management is highly desirable.
• Knowledge of human resources procedures including onboarding, payroll processing, and employee relations.
• Experience in event planning and calendar management to coordinate meetings and company functions smoothly.
• Excellent communication skills with professional phone etiquette and interpersonal abilities.
• Prior experience in medical office management or healthcare settings is a plus but not required. Join us as an Office Coordinator where your energy fuels our success! Bring your expertise in office operations, your passion for organization, and your proactive attitude to create an efficient workplace that thrives on teamwork and excellence. We’re excited to see how you can help us grow!

Reception and Customer Service

• Greeting and Directing Visitors: Welcome clients, visitors, vendors, and job candidates professionally and direct them to the appropriate person or destination within the office.
• Managing Communications: Answer, screen, and forward incoming phone calls, emails, and faxes. Return communications in a timely manner after ensuring a ROI is on the books if talking with someone other that the client.
• Providing Information: Offer clear and accurate basic information about the organization, its location, employees, and services.
• Handling Inquiries and Complaints: Address general inquiries or resolve complaints effectively and professionally, escalating issues when necessary.

Administrative Support

• Scheduling and Calendar Management: Manage appointments, schedule meetings, book conference rooms, and update company calendars.
• Document Management: File and maintain records, handle incoming and outgoing deliveries (including lab/pharmacy couriers), and perform clerical duties such as photocopying, scanning, and data entry.
• Office Operations: Monitor office and break room supplies, ensuring inventory levels are maintained; provide information to the HSA for ordering.
• Payments: Responsibilities include processing payments, verifying insurance information, and handling confidential financial information.
• General Support: Assist other departments or executives with overflow administrative tasks and special projects as needed.

Medical Support

• Obtain Vital Signs (VS): Ensure that all VS are completed on each client
• Lab Specimen: Ensure that all specimens are collected, properly handled, labeled, ordered, stored, and sent to the lab daily.
• Logs: Maintain logs and document accurately daily.

Office Environment and Security

• Maintaining the Area: Must ensure the reception, lobby, and meeting areas are tidy, presentable, and organized, including the restrooms.
• Security Procedures: Monitor areas and ensure safety and security procedures are followed at the front desk.

Essential Skills:

A successful front desk coordinator should possess strong organizational, communication, and interpersonal skills, a professional demeanor, and the ability to multitask effectively in a fast-paced environment. Proficiency with basic office software (like Microsoft Office and AdvancedMD) and equipment is also required.

Job Types: Full-time, Contract

Pay: $22.00 - $24.00 per hour

Benefits:

• Professional development assistance

Shift availability:

• Day Shift (Required)

Work Location: In person

Salary : $22 - $24