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Front Office Coordinator

2 months ago

Brookfield, Wisconsin, United States Caravel Autism Health Full time

The Front Office Coordinator will play a vital role in ensuring the smooth operation of our office. This position involves a range of tasks, including managing office supplies, coordinating meetings, supporting staff, and handling communications.

Key Responsibilities:

  • Conduct Waitlist Outreach: Regularly contact client families to confirm their commitment to services.
  • Coordinate and Communicate with Support Teams: Utilize designated systems to collaborate with tablet and IT support teams.
  • Request Vendor Services: Procure services from designated vendors as needed.
  • 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.

Additional Responsibilities:

  • Other duties as assigned.

Requirements:

  • High school diploma or equivalent required.
  • 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.
  • 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.