Front Desk & Facilities Coordinator

Front Desk & Facilities Coordinator

The Front Desk & Facilities Coordinator serves as the primary on-site point of contact for patients, visitors, vendors, and staff while coordinating day-to-day workplace and site support needs. The role greets and directs arrivals, manages multi-line phone/email inquiries, supports scheduling and registration workflows (as applicable), maintains accurate logs/records, and protects confidentiality. In parallel, the role coordinates basic facilities operationssubmitting/monitoring work orders, tracking repairs, liaising with vendors (e.g., janitorial/security), maintaining safe and orderly public areas, and supporting safety/security procedures. Typically reporting to an Administrative/Operations Manager, the role works closely with clinical teams, patient access/revenue cycle, IT, security, environmental services, and facilities/maintenance.

Operates front desk reception and visitor intake

• Greets patients/visitors/vendors promptly and professionally; creates a welcoming first impression.
• Directs visitors to appropriate destinations; provides basic information and routing support.
• Manages visitor access processes (e.g., sign-in/logs/badges) consistent with site security and confidentiality expectations.
• Maintains reception/lobby readiness (cleanliness, supplies, signage) to support a professional environment.

Coordinates calls, messages, and communication flow

• Answers and routes multi-line phone calls and inquiries; takes accurate messages.
• Responds to common questions via phone/email and escalates issues appropriately.
• Communicates scheduling/arrival changes and operational impacts to stakeholders to minimize disruption.
• Protects confidentiality in all communications, including patient and business information.

Coordinates Facilities Operations, Building Services, and Workplace Support

• Responds to building-related inquiries, complaints, and service needs, providing appropriate solutions or routing to Facilities team members.
• Monitors building conditions, common areas, and conference rooms to ensure cleanliness, organization, and operational readiness.
• Processes work requests, building access requests (BACS), and Facilities inbox submissions; routes them to the proper Facilities staff member.
• Coordinates deliveries, vendors, and service providers in alignment with Facilities schedules and protocols.
• Maintains facilities-related logs, documentation, space information, and required reports for building operations.

Coordinates facilities requests, vendor access, and workplace readiness

• Receives and triages facility issues; submits work orders and tracks progress to resolution.
• Coordinates service visits (repairs, cleaning, security, deliveries) and escorts/supports vendor access as needed.
• Conducts basic walk-throughs of public areas and shared spaces; identifies hazards or maintenance needs.
• Maintains service documentation (issues, follow-ups, completion notes) to support continuity and compliance.

Manages mail, supplies, inventory, and light administrative support

• Receives, sorts, and distributes mail, deliveries, and packages; tracks outgoing shipments.
• Orders and stocks front office and shared supplies; maintains inventory levels and storage organization.
• Performs clerical tasks (filing, scanning, copying, data entry) to support site operations.
• Coordinates conference rooms/shared spaces (where applicable) for operational use and readiness.

Ensures safety, security, and confidentiality practices at the front desk

• Follows site safety/security procedures (access control, door checks, emergency readiness steps when assigned).
• Safeguards sensitive information and applies discretion and good judgment in a healthcare environment.
• Reports incidents, hazards, and urgent facility concerns promptly through established channels.
• Supports patient/visitor flow to reduce bottlenecks and maintain orderly operations.

Required Qualifications

• High school diploma or GED
• 5 years' experience in front desk/reception, patient access, administrative support, and/or facilities coordination within a healthcare or similarly regulated, customer-facing environment.

Relevant education may substitute for experience as appropriate.

Preferred Qualifications

• Associate degree (or higher) in business administration, healthcare administration, facilities management, or a related field.
• 7 years combined experience across (1) patient access/front desk functions and (2) facilities coordination (work orders, vendor coordination, safety/compliance support) in a multi-site healthcare or large operational environment.
• Familiarity with EMR/PM systems (e.g., Epic) and facilities management tools; experience in high-volume or multi-specialty clinics valued.
• Facilities/workplace credentialing (e.g., IFMA Facilities Managementrelated certificates) to strengthen vendor/work order coordination capability.
• Customer service, Lean/process improvement, or similar training to support continuous improvement and service quality.

Salary Range

$42,835+ depending on qualifications

Working Environment/Equipment

• Standard office equipment
• Repetitive use of a keyboard
• Work is performed primarily in a healthcare/clinic or business office setting with frequent interaction with patients, visitors, staff, and physicians; may include moderate noise and standard building temperature controls.
• May be exposed to infectious/contagious diseases/materials consistent with healthcare operations and patient-facing environments.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest