Office Coordinator

The Office Coordinator supports daily front-desk operations and administrative processes at the clinical research site. This role plays a key part in delivering excellent service to patients, visitors, and internal staff through effective communication, scheduling, and coordination. The ideal candidate is organized, professional, and customer-service oriented, with the ability to manage multiple responsibilities in a fast-paced environment.

Note: This position requires strong attention to detail, discretion in handling sensitive information, and the ability to multitask efficiently.

Key Responsibilities

Reception & Communication

• Greet patients and visitors in a professional and welcoming manner.
• Answer, screen, and direct incoming calls promptly and courteously.

Appointment Coordination

• Schedule appointments and assist with follow-up on cancellations and no-shows to support efficient clinic flow.

Administrative Support

• Perform general administrative duties including filing, data entry, copying, scanning, and document preparation.
• Provide administrative support to research and clinical staff as needed.

Patient Records & Data Integrity

• Accurately maintain and update electronic and physical patient records in compliance with privacy and regulatory requirements.
• Ensure accuracy and completeness of all data entered into clinic systems.

Office Management

• Monitor office supplies and equipment; place orders as needed.
• Maintain clean, organized, and professional workspaces and reception areas.

Mail & Deliveries

• Receive, sort, and distribute mail, faxes, and packages in a timely manner.

Customer Service & Team Collaboration

• Provide information about clinic services and ensure a positive, professional experience for patients and visitors.
• Collaborate with research coordinators, clinicians, and site management to support daily operational needs.

Calendar & Scheduling Support

• Assist with internal scheduling, meeting coordination, and calendar management for clinic and research staff.

OSHA & Safety Compliance

• Ensure OSHA compliance within the clinic by completing required safety and compliance checklists.
• Conduct routine safety walkthroughs and report hazards or compliance gaps to site leadership.
• Assist with corrective actions and follow established safety procedures.

Other Duties

• Perform additional responsibilities as assigned to support site operations.

Additional Responsibilities

This job description outlines the general scope of the role and is not intended to be exhaustive. Duties may evolve based on operational needs. Adaptability, professionalism, and a collaborative mindset are essential to success in this position.

Knowledge, Skills, and Abilities

• Excellent verbal and written communication skills
• Strong interpersonal skills with a customer-service mindset
• High level of organization and attention to detail
• Ability to multitask and manage competing priorities effectively
• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with EMR or CRM systems preferred
• Working knowledge of HIPAA requirements and basic OSHA and workplace safety practices

Required Qualifications

• Education: High school diploma or equivalent required; associate degree preferred
• Experience: Minimum of one (1) to two (2) years of experience in an administrative, front-office, or customer service role (medical office experience preferred)
• Technical Skills: Familiarity with scheduling systems, digital records, and standard office equipment
• Physical Requirements: Ability to sit, stand, or walk for extended periods; ability to lift up to 20 pounds

Position Summary

This is an excellent opportunity for a dependable and personable Office Coordinator to contribute to a mission-driven clinical research organization. The ideal candidate is a proactive problem-solver who enjoys supporting both patients and team members while helping maintain a safe and compliant clinic environment.