Administrative Coordinator - Physician Practice

About the Role

The Administrative Coordinator performs reception activities, record keeping, data file maintenance, billing tasks, expense monitoring, and administrative support to ensure smooth operations.

Responsibilities

• Answer phones and greet internal/external customers, assess needs, secure resources, and follow up to ensure resolution.
• Perform record keeping and data file maintenance, including gathering, sorting, and filing materials.
• Enter charges into the billing system, processing direct billing forms, petty cash, travel/business expenses, and license renewal reimbursement requests.
• Monitor assigned expense accounts, track variances, investigate discrepancies, and report/resolve issues.
• Prepare forms, correspondence, memos, presentations, spreadsheets, tables, and databases.
• Manage office supplies, equipment, and forms, including inventory tracking, vendor research, and delivery coordination.
• Schedule meetings, appointments, conferences, and travel arrangements; prepare/distribute materials and coordinate logistics.
• Attend meetings and compose minutes.
• Perform additional duties as assigned to support departmental and organizational goals.

Requirements

• Minimum 1 year of college or equivalent post-high school experience.
• Minimum 3 years of experience in a general office environment with increasing responsibility.
• Proficiency in Microsoft applications: intermediate skills in Outlook, Word, and Excel; basic skills in PowerPoint.
• Strong keyboarding skills.
• Experience with office equipment (photocopier, fax, Dictaphone, calculator, multi-line phone, etc.).

Skills

• Communication and interpersonal skills for daily interaction with internal/external customers.
• Advanced organizational skills to prioritize and complete multiple tasks efficiently.
• Ability to collaborate effectively in a team setting to maximize operational quality and efficiency.

Working Conditions

Normal office environment with minimal exposure to dust or extreme temperatures.