The Front Office Coordinator will be responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role involves a variety of tasks, including managing office supplies, coordinating meetings, supporting staff, and handling communications.
Essential Functions: Conduct Waitlist Outreach: Contact client families quarterly or as instructed to confirm their commitment to services.Coordinate and Communicate with Support Teams: Use designated systems to collaborate with tablet and IT support teams.Request Vendor Services: Procure services from designated vendors as needed.Procure Services from Vendors: Request services through specified vendors when required.Manage Business Phones and Visitors: Answer business calls and greet visitors and teammates warmly.Administer Facilities: Oversee new hire and new client paperwork, as well as the offboarding process for teammates.Handle Mail and Supplies: Receive, distribute, and stock mail accordingly.Maintain Cleanliness: Ensure cleanliness and orderliness of the facility.Create Program Materials to support clinical programming needs. Non-Essential Functions/Other Duties : - Other duties as assigned.
Qualifications : Education: - High school diploma or equivalent required.
Experience: • Experience as a Receptionist, Front Office Representative, or similar role strongly preferred.
Skills and Competencies: - Excellent communication skills with proven ability to communicate effectively and professionally with internal and external contacts to the organization.
- Self-motivated, with excellent organization, prioritization, and time management skills.
- Exceptional attention to detail.
- Works cohesively within a team environment.
- Professional presence and poise under pressure.
- Critical thinking skills, with strong analytical abilities.
- Strong work ethic and discipline to complete tasks thoroughly and on time.
- Expert in Microsoft Office products and applications, including Excel, Word, PowerPoint; SmartSheet / MS Project; Zoom and other communication platforms.
- Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.
- Demonstrated ability to interface well with all departments within the company in a highly professional manner.