Front Office Coordinator

Front Office Coordinator

Under the supervision of the HR Manager, the Front Office Coordinator is pivotal in providing a warm and welcoming environment for all visitors, guests, and employees, ensuring a positive first impression of the company. The coordinator manages the front desk operations, handling administrative tasks, ensuring smooth communication within the office, and assists with fleet and insurance record management. This position requires an organized professional with a friendly demeanor and strong attention to detail.

Role and Responsibilities

Greet and welcome visitors, guests, and employees, providing them with a positive first impression of the company.

Answer and direct phone calls, taking messages and handling inquiries as needed.

Manage the scheduling of training and conference rooms and maintain an organized front desk area.

Support the coordination of office meetings and events.

Coordinate incoming and outgoing mail and deliveries.

Assist with administrative tasks including data entry and electronic and paper record management.

Monitor and maintain inventory levels of office and cleaning supplies.

Maintain accurate records for fleet vehicles, managing titling, registration, inspection, and insurance ensuring compliance with local, state, and federal laws and regulations.

Perform data entry, maintain records as needed

Serve as the liaison for property and casualty insurance record requests.

Collaborate with other departments to ensure efficient communication and operations.

Complete transactions offsite as needed for mailing or other business errand related duties

Demonstrate a strong commitment to workplace safety by identifying hazards, reporting risks, and supporting continuous safety improvements.

Adhere to all company safety policies, procedures, and regulatory requirements while actively promoting a safe and compliant work environment.

Collaborate with team members to uphold safety standards and foster a culture of safety across all operations.

Performing other duties as required.

Qualifications and Education Requirements

Must be at least 18 years old or older at time of hire for insurance purposes

Graduation From High School or equivalent

Proven work as a Front Desk Agent, Receptionist or similar role.

Ability to work at a computer station for extended periods.

Ability to view computer monitor for extended periods (up to 8 hours)

Ability to remain composed and multi-task in a busy, high-pressure environment.

Ability to comprehend or learn department practices, rules, and regulations quickly.

Ability to operate telephone and other specialized computer communication equipment.

Ability to speak clearly, concisely, and respectfully.

Ability to communicate effectively with a diverse population of internal and external customers

Ability to follow written and oral instructions.

Ability to pass a pre-employment background check

Valid driver's license

Ability to drive company vehicles with a clean driving record

Pass a pre-employment drug screen and all subsequent random or for cause drug screenings.

Ability to speak, read, and write English

Ability to push, pull, bend, reach as needed

Ability to lift up to 50 lbs. through out work day

Preferred Skills

- Microsoft 365 experience especially Word and Excel Traumasoft experience

We'd love to have you join the Butler Medical Transport team!