Administrative Coordinator

Full-Time M-F 8am - 5pm

Summary: We are looking for a highly organized and detail-oriented Administrative Coordinator to assist with the daily operations of our Administrative Office. The ideal candidate will manage office operations, coordinate schedules, handle communications, and provide essential support to both staff and leadership. This role requires someone who thrives in a fast-paced environment and ensures that all office tasks are executed smoothly and efficiently.

Essential Duties and Responsibilities

• Manage physician schedules in EHR, ensuring timeliness and accuracy.
• Maintain an organized inventory of office supplies and place, review and approve orders as necessary.
• Coordinate and schedule meetings and events for the manager, including preparing agendas, booking venues, taking minutes, and managing logistics.
• Assist with the preparation, filing, and compliance of documentation in accordance with company policies and procedures.
• Handle phone calls, direct inquiries, and manage email correspondence, responding in a timely manner.
• Provide administrative support for ongoing projects, collaborating with team members to ensure tasks are completed efficiently and on schedule.
• Prepare and submit expense reports, assisting with budget tracking and documentation related to office supplies.
• Safeguard confidential information and ensure proper handling and storage of sensitive documents.
• Facilitate the onboarding process for new employees, ensuring a seamless transition into the organization.
• Comply with all industry standards regarding infection control, patient confidentiality, and regulatory requirements (e.g., HIPAA, OSHA, AAAHC).
• Perform other tasks and special projects assigned by management.

Requirements

Education/ and or Experience:

• Associate's degree required; Bachelor's degree preferred.
• Proven experience in an administrative or coordination role, preferably in a corporate or office setting.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Strong problem-solving abilities with a proactive approach.
• Previous experience with office management, scheduling software, or project management tools is a plus.

Specialized Knowledge Required

• Excellent communication and customer service skills.
• Great attention to detail.
• Must have strong writing and review skills.