Office Coordinator

Position Summary

The Assistant Office Manager is responsible for coordinating and supporting the day-to-day administrative functions of the organization to promote an organized, efficient, and professional office environment. This position provides administrative support to leadership, employees, and departments throughout the organization while taking initiative and ownership of routine office operations.

Responsibilities include maintaining administrative systems and documentation, coordinating departmental administrative support, monitoring office needs, and identifying opportunities to improve administrative processes. The Assistant Office Manager works collaboratively with department leaders and employees to ensure administrative needs are addressed efficiently and effectively.

This position reports directly to the Manager of Executive Operations and requires strong organizational skills, independent judgment, attention to detail, professionalism, and the ability to prioritize multiple responsibilities in a dynamic healthcare environment.

Essential Duties and Responsibilities

Daily Office Operations

• Coordinate routine administrative office functions to support efficient daily operations.
• Maintain an organized, professional, and welcoming office environment.
• Monitor office supply inventory, anticipate needs, and coordinate purchasing requests.
• Ensure shared office spaces, conference rooms, and common areas are maintained and organized.
• Identify routine office needs and independently address issues within the scope of the position.
• Communicate operational concerns and needs to the Manager of Executive Operations.
• Assist with establishing and maintaining consistent administrative processes and workflows.

Reception and Customer Service

• Answer incoming telephone calls, direct callers to the appropriate departments or individuals, and take messages as needed.
• Greet visitors and provide a welcoming, professional first impression.
• Respond to general inquiries and direct questions to the appropriate staff member.
• Assist with incoming and outgoing mail, deliveries, and general correspondence.
• Maintain a professional and courteous demeanor when interacting with patients, families, employees, vendors, and community members.

Administrative and Clerical Support

• Perform routine data entry, document preparation, copying, scanning, faxing, and filing.
• Maintain and organize electronic and paper records.
• Assist with preparing, assembling, and distributing documents, forms, reports, and other materials.
• Coordinate meeting logistics, including scheduling, preparing meeting materials, and arranging meeting spaces as assigned.
• Provide administrative support to the Manager of Executive Operations and other leadership as requested.
• Maintain administrative systems, shared resources, and organizational documentation.
• Assist with special projects and organizational initiatives as assigned.

Departmental Administrative Support

• Provide administrative and clerical assistance to various departments throughout the organization based on operational needs and departmental requests.
• Assist department leaders and employees with document preparation, data entry, filing, scanning, copying, and record organization.
• Maintain department binders and ensure required documentation is current, accurate, and properly organized.
• Monitor department binders for missing or outdated documentation and communicate identified needs to the appropriate department leader.
• Assist with preparing and organizing materials for departmental meetings, trainings, audits, and organizational activities.
• Assist with maintaining department-specific forms, lists, spreadsheets, and other administrative resources.
• Support departmental projects and initiatives through assigned administrative tasks.
• Coordinate with department personnel to complete administrative requests in a timely and accurate manner.
• Adjust priorities as needed to accommodate organizational and departmental administrative needs.

Employee and Organizational Support

• Assist employees with routine administrative requests.
• Distribute forms, notices, and other internal communications.
• Assist with preparing materials for employee meetings, trainings, and organizational events.
• Help maintain employee directories, contact lists, and other administrative resources.
• Serve as a resource for employees regarding general office procedures and administrative processes.
• Coordinate assigned organizational activities and administrative projects.
• Communicate with department leaders and employees regarding administrative needs and outstanding requests.

Organization, Compliance, and Confidentiality

• Follow established office procedures and organizational policies.
• Maintain confidentiality when handling employee, patient, and organizational information.
• Maintain organized administrative records and documentation.
• Support departmental documentation organization and readiness for audits or reviews.
• Identify administrative workflow concerns and recommend opportunities for improvement.
• Perform other related duties as assigned.

Qualifications and Requirements

Education and Experience

• High school diploma or equivalent required.
• Associate degree in business administration, office management, healthcare administration, or a related field preferred.
• Previous administrative or customer service experience preferred.
• Experience working in a healthcare or office environment is beneficial.
• Previous experience with an Electronic Medical Record (EMR) system preferred.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, preferred.
• Ability to learn and utilize organizational software and electronic record systems.

Knowledge, Skills, and Abilities

• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to independently manage routine administrative responsibilities and demonstrate initiative.
• Ability to prioritize tasks, manage competing requests, and meet established deadlines.
• Ability to work independently while contributing to a collaborative team environment.
• Professional, courteous, and customer-service-oriented approach.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Flexibility and willingness to assist multiple departments with varying administrative needs.
• Strong problem-solving skills and the ability to recognize and address routine operational needs.
• Dependable, punctual, and accountable for assigned responsibilities.

Physical Requirements

• Ability to sit or stand for extended periods.
• Frequent use of a computer, telephone, copier, scanner, and other office equipment.
• Ability to occasionally lift and carry office supplies, files, or materials weighing up to 25 pounds.
• Ability to move throughout the office to assist with administrative needs.

Work Environment

This position operates primarily in a professional office environment and involves frequent interaction with employees, visitors, patients, families, vendors, and community members. The position requires the ability to manage routine interruptions, respond to changing priorities, exercise independent judgment, and maintain professionalism in a fast-paced healthcare setting.

Performance Expectations

The Office Coordinator is expected to:

• Ensure routine administrative office functions are completed efficiently and consistently.
• Demonstrate initiative and ownership of assigned office operations.
• Provide dependable and timely administrative support to the organization and its departments.
• Maintain accurate, current, and organized administrative records.
• Demonstrate professionalism and excellent customer service.
• Communicate effectively with employees, department leaders, and the Manager of Executive Operations.
• Protect confidential information.
• Complete assigned responsibilities accurately and within established timelines.
• Identify opportunities to improve administrative processes and office efficiency.
• Demonstrate flexibility and a willingness to support changing organizational and departmental needs.