Front Desk Coordinator

About the role

The Front Desk Coordinator serves as the first point of contact for participants, sponsors, and visitors, playing a key role in delivering a professional and welcoming experience. This position is essential to ensuring smooth daily operations by managing front desk responsibilities and supporting administrative and occasional operational tasks with accuracy and efficiency. M3 Wake Research, an M3USA Company, is an integrated network of premier investigational sites meeting the clinical research needs of global biopharmaceutical, biotechnology, medical device, pharmaceutical and clinical research organizations (CROs). With close to 30 owned and managed research sites across the country, M3 Wake Research is one of the largest independent, multi-site clinical research companies in the US. M3 Wake Research continues to grow through acquisitions and uncompromising commitment to careful planning and execution in accordance with regulatory compliance. Conducting studies since 1984, M3 Wake Research owns a proprietary patient database of potential clinical trial participants across the US. As of today, our board‑certified physicians have completed more than 7,000+ successful clinical trials, while consistently exceeding sponsor expectations for integrity, timeliness, subject enrollment, human protection, and expeditious delivery of accurate evaluable data.

Responsibilities

• Greet participants, sponsors, and visitors in a professional and courteous manner.
• Notify the appropriate staff member of their arrival.
• Prepare the required forms for new participant visits and ensure that all paperwork is completed accurately.
• Scan and upload all required forms and information into the appropriate system.
• Answer and direct incoming phone calls in a professional and timely manner.
• Place reminder calls and send reminder texts to participants.
• Receive and open all incoming shipments and inform study coordinators of their arrival (as applicable).
• Ensure the reception area is clean, organized, and presentable at all times.
• Monitor and maintain office supply inventory; work with site leadership to place orders as needed.
• Manage the participant referral program and assist the onsite/remote Participant Recruitment Specialist (PRS) as needed.
• Maintain participant compensation by assigning payment cards and ensuring timely payment distribution through the applicable system.
• Provide administrative support as needed, including assistance with regulatory document completion and filing.

Qualifications

• At least 1 year of related experience (preferably).
• Prior clinical research experience preferred or relevant healthcare background.
• Prior patient recruitment/community outreach experience preferred.

Skills

• Knowledge of Microsoft Office Suite required.
• Knowledge of Clinical Conductor, QuickBase, IRB portals preferred.

Benefits

• Competitive wages
• 401(k) with matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance