Front Office Coordinator

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:

1. Conduct Waitlist Outreach: Contact client families quarterly or as instructed to confirm their commitment to services.
2. Coordinate and Communicate with Support Teams: Use designated systems to collaborate with tablet and IT support teams.
3. Request Vendor Services: Procure services from designated vendors as needed.
4. Procure Services from Vendors: Request services through specified vendors when required.
5. Manage Business Phones and Visitors: Answer business calls and greet visitors and teammates warmly.
6. Administer Facilities: Oversee new hire and new client paperwork, as well as the offboarding process for teammates.
7. Handle Mail and Supplies: Receive, distribute, and stock mail accordingly.
8. Maintain Cleanliness: Ensure cleanliness and orderliness of the facility.
9. 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.