Senior Administrative Coordinator

PRINCIPLE CHOICE
Senior Administrative Coordinator

POSITION PURPOSE
The Senior Administrative Coordinator serves as the central point of coordination for administrative operations within the Principle Choice office. This position is responsible for managing front office functions, providing executive-level administrative support, maintaining office efficiency, coordinating communications, ensuring a professional environment for visitors and staff, and supporting company leadership with daily operational needs. This role represents the organization's first impression and is expected to demonstrate exceptional customer service, professionalism, confidentiality, and organizational skills.

ORGANIZATION
This position reports to the Executive Assistant of the President of PCH. This position is required to work in an office setting and is not eligible for telecommuting unless otherwise authorized by company leadership.


ESSENTIAL FUNCTIONS

Front Desk & Reception Responsibilities

• Serve as the primary point of contact for all incoming visitors, patients, families, vendors, and referral sources.
• Greet visitors and ensure they are directed appropriately.
• Maintain visitor logs and company sign-in procedures.
• Notify and coordinate with department leaders regarding expected and unexpected visitors.
• Escort visitors to the appropriate office, meeting room, or department when necessary.
• Answer, screen, and route incoming telephone calls in a professional and courteous manner.
• Take accurate telephone messages and schedule appointments as requested.
• Monitor email inboxes and forward communications to appropriate personnel.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain and coordinate the training room and conference room calendars.
• Coordinate conference room scheduling and preparation.
• Assist with preparing training rooms and conference rooms before scheduled meetings, training sessions, and company events.
• Ensure lobby and reception areas remain clean, organized, and welcoming.
• Oversee the cleanliness, organization, and general upkeep of common areas, including the reception area, training room, conference rooms, kitchen, and hallways.
• Maintain adequate office and reception supplies.

Office Management Responsibilities

• Oversee daily administrative office operations to ensure efficiency and organization.
• Coordinate company calendars, meetings, and office events.
• Perform general administrative and clerical support duties as assigned.
• Assist departments with administrative projects and operational support.
• Assist with company-wide communications and announcements.
• Support onboarding processes for new employees.
• Develop and maintain filing systems, both physical and electronic.
• Perform filing, scanning, recordkeeping, document organization, and electronic file maintenance.
• Ensure confidential records are maintained according to company policy.
• Monitor office supply inventory and coordinate purchasing activities.
• Maintain office equipment and coordinate repairs or service as needed.
• Assist with facility maintenance requests and vendor coordination.
• Assist with the planning, coordination, setup, and cleanup of company meetings and special events.
• Make occasional local trips to purchase office supplies or obtain materials needed for company meetings, activities, or special events.
• Maintain reliable transportation for required local errands and other business-related travel.
• Remain flexible and available to assist with additional administrative or operational duties based on company needs.

Executive Assistant Responsibilities

• Provide administrative support to the President, Administrator, and Executive Leadership Team.
• Manage executive calendars and schedule meetings.
• Coordinate travel arrangements and conference registrations as needed.
• Prepare agendas, meeting packets, reports, presentations, and other executive materials.
• Draft correspondence, memoranda, and executive communications.
• Record notes and prepare meeting minutes when assigned.
• Maintain organized records of meeting materials, decisions, assigned action items, and follow-up requirements.
• Track and follow up on action items assigned by leadership.
• Assist with special projects, strategic initiatives, and priority assignments.
• Maintain strict confidentiality regarding business operations, employee matters, patient information, financial data, and other sensitive company information.

Compliance & Confidentiality Responsibilities

• Follow all company policies and procedures.
• Adhere to all HIPAA, Medicare, Medicaid, OSHA, and company compliance requirements.
• Maintain confidentiality of patient, employee, and business information.
• Protect company records, electronic information, and other sensitive data from unauthorized access, disclosure, or misuse.
• Report any compliance, privacy, security, or ethical concerns to company leadership.
• Participate in performance improvement, quality assurance, risk management, and compliance-related activities.

Customer Service Expectations

• Demonstrate professionalism and courtesy with patients, families, vendors, staff, and community partners.
• Represent Principle Choice in a professional manner at all times.
• Respond promptly and appropriately to inquiries, requests, and concerns.
• Maintain a positive, courteous, and solutions-focused attitude.
• Promote a culture of teamwork, collaboration, respect, and exceptional customer service.

KNOWLEDGE & EXPERIENCE

• High School Diploma or GED required.
• Associate or bachelor's Degree preferred.
• Minimum of two (2) years administrative, office management, executive assistant, or healthcare office experience preferred.
• Experience in healthcare operations preferred.
• Strong organizational, time management, and prioritization skills.
• Excellent interpersonal, verbal, written, and customer service communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), office equipment, and commonly used administrative software.
• Ability to manage sensitive and confidential information with professionalism, discretion, and sound judgment.
• Ability to handle multiple priorities, competing deadlines, frequent interruptions, and changing workloads while remaining courteous and professional.
• Professional telephone etiquette.
• Strong attention to detail and accuracy.
• Customer service-oriented mindset.
• Ability to work independently and collaboratively as part of a team.
• Demonstrated professionalism, integrity, reliability, honesty, motivation, and respect for others.
• Critical thinking and problem-solving skills.
• Valid driver's license, reliable transportation, and the ability to complete occasional local business-related errands.
• Must be a U.S. citizen; work sponsorship is not available.

MACHINES & EQUIPMENT
The incumbent must be able to effectively operate the current computer system, telephone system, and other office machines such as a copier.

PHYSICAL REQUIREMENTS
The physical demands described below are representative of those required for an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to communicate clearly and effectively in person, by telephone, and through electronic communications.
• Ability to hear and understand telephone conversations, visitor requests, and workplace communications.
• Ability to sit, stand, walk, bend, and move throughout the office for extended periods during the workday.
• Ability to routinely operate a computer, telephone, headset, copier, scanner, and other standard office equipment.
• Ability to perform repetitive hand, finger, and wrist movements associated with typing, data entry, and other administrative tasks.
• Ability to greet and escort visitors, distribute mail and packages, prepare meeting and training spaces, and assist with maintaining common areas.
• Ability to lift, carry, and transport office supplies, packages, and materials weighing up to 25 pounds.
• Ability to safely perform occasional local errands and business-related travel as required.

WORKING CONDITIONS
The work environment described below is representative of the conditions an employee may encounter while performing the essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

This position is primarily performed in a professional office setting and requires regular on-site attendance and routine front desk coverage. The employee will frequently interact with visitors, staff, patients, families, vendors, referral sources, and community partners, serving as a representative of Principle Choice.

The position requires prolonged periods of sitting, telephone usage, computer work, typing, data entry, and operation of standard office equipment. Daily responsibilities involve managing multiple assignments, adapting to changing priorities, responding to frequent interruptions, and meeting deadlines in a fast-paced environment.

The employee may be required to move throughout the office to support administrative operations, prepare meeting and training spaces, distribute mail and deliveries, and assist with office organization and event coordination. Occasional local travel may be required for business-related errands, meetings, supply procurement, or company events.
Professional appearance, reliability, discretion, and conduct consistent with company values and expectations are required at all times.

Security and privacy training will be provided as part of this role to protect the confidentiality, integrity, and availability of PCS' associate and customer data.

The above statements are intended to describe the general nature of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.