Front Desk Coordinator

Job Description

Job Description

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.