Office Coordinator

Office Coordinator

Office Coordinator Position Details

Schedule: Full-time (40 hours/week)

Location: CityView- Northeast Minneapolis

Salary Range: Starting range $19.95 - $22.94/hour (Where an applicant may fall on the salary range will vary based on a variety of factors, including but not limited to experience & education)

Benefits: Health Coverage: Medical, Dental & Vision Insurance

Retirement: 401(K) with Company Match, Profit Sharing

Time Off: Generous PTO, Holiday Pay, Floating Holiday

Disability Coverage: Short & Long-Term Disability

Family Support: Two Weeks Paid Parental Leave

Performance Incentive: Discretionary Bonus Based on Company, Department, and Individual Goals

Key Responsibilities:

Front Office Reception

• Greet and welcome guests in a warm and professional manner as they arrive at the office.
• Maintain an inviting appearance of the front desk, lobby, and coffee service stations.
• Provide basic and accurate information in response to in-person and phone/email inquiries.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, assess visitors via intercom system).
• Direct visitors to the appropriate person and office according to the appropriate protocol.
• Receive and sign for deliveries and notify appropriate person. Assure that all deliveries are moved to the shipping/receiving area and are not left in the lobby, hallway, or common areas.
• Post daily events notice.
• Notify office staff of announcements from the building as directed.
• Monitor online retail prep-kit sales, prepare kits for shipping, as well as take calls and/or emails from patients and staff with questions or concerns regarding online and onsite purchases.

Back Office Support

• Troubleshoot conference room schedule conflicts and equipment issues as needed. Serve as a resource to staff who need assistance with conference rooms.
• Ability to receive complaints or concerns from staff or visitors with a customer service approach. Involve department manager or other members of the corporate office management team as the situation requires.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
• Provide back-up support to the Ancillary Services department.

Office Management

• Assure that the corporate office is clean and well stocked throughout the day. Maintain a professional appearance and safe work flow by assuring that boxes, work materials, personal items, and equipment are put away promptly and not left in walkways or common areas.
• Stock office supplies in all copy/work areas throughout the office. Inventory supplies at least weekly to maintain adequate par levels. Assure that office supplies are put away appropriately at the time of delivery and that boxes or papers are not left in common areas, hallways or countertops. Maintain a safe and professional work environment.
• Stock all coffee/water stations throughout the office. Inventory supplies at least weekly to maintain adequate par levels. Assure that supplies are put away appropriately at the time of delivery.
• Stock break room supplies and assure that appropriate supplies are maintained in break room for staff use. Inventory supplies at least weekly to maintain adequate par levels. Assure that break room supplies are put away appropriately at the time of delivery.
• Manage meeting supplies including snacks and beverages. Assure that adequate supplies are available in the break room for appropriate meetings. Order meeting supplies weekly or as needed.
• Maintain an awareness of cost when ordering office and other supplies; ordering approved products and maintaining appropriate par levels. Seek approval from department manager as needed.
• Clean and organize conference rooms weekly and according to protocol. Assure that all conference rooms include the appropriate equipment such as adaptor cords, business cards, and dry erase markers. Report any defective equipment or furniture immediately.
• Communicate any building needs, repairs, or concerns to building management. Involve department manager as needed.

Mail Support

• Deliver outgoing mail to the mailroom and apply postage as appropriate
• Sort and process incoming mail from multiple sources, distribute to the correct departments.
• Process all outgoing mail including but not limited to result letters, prep packets, statements and recall letters to be mailed to patients.
• Assist staff with outgoing package needs, notify staff when incoming packages arrive and direct staff where to find packages.
• Responsible for reporting any defective equipment within the mailroom immediately.

Any and all other duties as assigned

Essential Functions: In order to perform this job successfully, an individual must be able to perform each essential function satisfactorily and regular attendance is required. The responsibilities listed below are representative of the primary essential functions required; additional duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High School diploma or GED required.
• Front desk or reception experience preferred.

Qualification Requirements: The qualifications listed below are representative of the knowledge, skills, and/or abilities required to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities:

Required Knowledge:

• Microsoft Office applications

Required Skills:

• Compassionate patient care and customer service
• Active listening
• Resourceful and proactive
• Problem solve, prioritization, and critical thinking
• Attention to detail
• Organization and time management

Key Abilities:

• Multitask
• Communicate effectively verbally and in writing
• Work independently as well as in a team environment
• Type proficiently and accurately

Physical Requirements: The physical requirements described here are representative of the physical demands required by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to walk, sit, stand, reach overhead, and bend to the floor. The employee is regularly required to talk and hear. The employee is required to use dexterity of hands and fingers to operate a computer keyboard, mouse, and other office equipment. Specific vision abilities required by this job include close vision and ability to adjust focus. The employee may be required to lift and transport items up to 10 pounds occasionally. Employees may be required to travel to other company locations due to staffing and training needs.

Working Environment: The working environment described here is representative of the setting which an employee may encounter on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee works in an office environment. The employee is exposed to a computer monitor daily. The employee may be required to travel by automobile and exposed to changing weather conditions while performing the duties of this position. The employee must be alert to conditions that may impact the safety of patients, employees and visitors while performing the duties of this position. The employee is exposed to a computer monitor daily.

This job description reflects management's assignment of key responsibilities; it does not prescribe or restrict the tasks that may be assigned.

MNGI Digestive Health provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

It is the policy of MNGI Digestive Health to comply with all federal and state laws concerning the employment of persons with disabilities and to act in accordance with regulations and guidance issued by the Equal Employment Opportunity Commission (EEOC). Furthermore, it is the company policy not to discriminate against