We are looking for a Front Desk Coordinator to support daily administrative operations and provide a welcoming experience for visitors in Williamsport, PA. This Contract position is ideal for someone who is highly organized, detail-oriented, and comfortable managing schedules, records, and front office communication in a confidential setting. The person in this role will help keep appointments, documentation, and office workflows running smoothly while serving as a reliable point of contact for guests, staff, and service providers.
Responsibilities:
- Welcome visitors, guide them through site check-in procedures, and provide courteous front desk support.
- Maintain administrative logs, facility files, and other operational records with accuracy and consistency.
- Arrange appointments, meetings, and approved service visits while monitoring calendar updates and attendance details.
- Contact participants and providers to verify scheduled times and communicate any adjustments or cancellations.
- Organize transportation coordination and prepare any related paperwork needed for travel arrangements.
- Follow up on missed visits or canceled meetings and assist with setting new appointment times.
- Keep recurring schedules, deadlines, and meeting trackers up to date to support ongoing office operations.
- Create and organize reports, letters, forms, meeting packets, and materials needed for audits or reviews.
- Assist with documentation tied to admissions, discharges, and other administrative processes while safeguarding sensitive information.
- Escalate clinical, medication, treatment, or safety-related concerns to the appropriate leadership team and participate in required staff meetings or training sessions.
- Experience performing front desk, receptionist, or general administrative support duties in a detail-oriented office environment.
- Ability to manage multi-line phone systems, greet visitors, and handle incoming inquiries with professionalism.
- Strong scheduling and calendar coordination skills, including appointment tracking, confirmations, and follow-up communication.
- Proficiency in maintaining accurate documentation, logs, forms, and compliance-related records.
- Familiarity with handling confidential information in environments governed by privacy standards such as HIPAA.
- Solid organizational skills with the ability to monitor attendance, recurring deadlines, and multiple simultaneous tasks.
- Clear written and verbal communication skills for preparing correspondence and interacting with visitors, staff, and external providers.