Office Coordinator

Job Description

Job Description

Office Coordinator

Wage: $25–$28 DOE

Location: Bend, OR

Schedule: Monday–Thursday, 8:00am–5:00pm; Friday 8:00am–12:00pm

Employment Type: Full-Time, Long-Term

SUMMARY

The Administrative & Inventory Coordinator serves as the front-of-house point of contact and ensures smooth daily operations for a busy medical-equipment environment. This role requires a highly organized, self-motivated individual who thrives in a fast-paced setting, takes initiative without being prompted, and maintains exceptional accuracy in inventory, order management, and administrative workflows. The ideal candidate is upbeat, customer-service oriented, tech-savvy, and able to juggle multiple priorities while keeping the office running efficiently.

RESPONSIBILITIES

Front Office & Customer Service

• Serve as the primary point of contact for patients, visitors, and medical offices
• Provide warm, professional customer service in person, by phone, and via email
• Maintain a positive, welcoming environment as the face of the office

Administrative Operations

• Manage scheduling, appointment coordination, and general office communications
• Handle billing support and standard payroll functions (Paylocity; training provided)
• Maintain organized digital and physical filing systems
• Follow established SOPs to ensure consistent, smooth business operations
• Prioritize tasks effectively and adapt quickly to changing needs

Inventory, Logistics & Order Management

• Perform physical inventory counts three times per week, validating accuracy against system records
• Track inventory levels and ensure all required equipment is in stock
• Place orders, track shipments, and follow up on delays or discrepancies
• Maintain accurate logs, quantities, and documentation for all equipment
• Identify gaps, inefficiencies, or recurring issues and propose improvements

Technology & Systems

• Use Microsoft Office Suite and Google Workspace with proficiency
• Navigate inventory systems, order platforms, and internal software
• Troubleshoot basic tech issues and support smooth digital workflows

Professional Standards

• Demonstrate exceptional attention to detail and accuracy
• Maintain confidentiality and professionalism at all times
• Bring a positive, solutions-oriented attitude to daily work
• Contribute to a collaborative, supportive, and efficient workplace

QUALIFICATIONS

Required

• 2+ years administrative experience
• 1+ years experience in inventory, logistics, or order management
• Proficiency in Microsoft Office and Google Suite
• Strong multitasking, planning, and organizational skills
• High attention to detail and accuracy
• Ability to work independently with minimal supervision
• Strong problem-solving abilities and initiative
• Excellent communication and customer service skills
• Ability to work in a fast-paced environment and stay self-motivated

Preferred

• 2+ years experience in a medical or healthcare-related environment
• Experience with Paylocity or similar payroll systems
• Comfort proposing new ideas and improving processes

WORKING CONDITIONS

• Fast-paced office environment with frequent multitasking
• Regular interaction with patients, vendors, and medical offices
• Physical inventory checks multiple times per week
• Requires extended periods of standing, walking, and light lifting

How to Apply:

To apply for this role, please call  to schedule an interview with an employment specialist. 

#3124OS