Office Coordinator

About the role

The Office Coordinator supports daily front-desk operations and administrative processes at the clinical research site. This role plays a key part in delivering excellent service to patients, visitors, and internal staff through effective communication, scheduling, and coordination. The ideal candidate is organized, professional, and customer-service oriented, with the ability to manage multiple responsibilities in a fast-paced environment. Note: This position requires strong attention to detail, discretion in handling sensitive information, and the ability to multitask efficiently. This is an excellent opportunity for a dependable and personable Office Coordinator to contribute to a mission-driven clinical research organization. The ideal candidate is a proactive problem-solver who enjoys supporting both patients and team members while helping maintain a safe and compliant clinic environment.

Responsibilities

• Reception & Communication: Greet patients and visitors in a professional and welcoming manner; answer, screen, and direct incoming calls promptly and courteously.
• Appointment Coordination: Schedule appointments and assist with follow-up on cancellations and no-shows to support efficient clinic flow.
• Administrative Support: Perform general administrative duties including filing, data entry, copying, scanning, and document preparation; provide administrative support to research and clinical staff as needed.
• Patient Records & Data Integrity: Accurately maintain and update electronic and physical patient records in compliance with privacy and regulatory requirements; ensure accuracy and completeness of all data entered into clinic systems.
• Office Management: Monitor office supplies and equipment; place orders as needed; maintain clean, organized, and professional workspaces and reception areas.
• Mail & Deliveries: Receive, sort, and distribute mail, faxes, and packages in a timely manner.
• Customer Service & Team Collaboration: Provide information about clinic services and ensure a positive, professional experience for patients and visitors; collaborate with research coordinators, clinicians, and site management to support daily operational needs.
• Calendar & Scheduling Support: Assist with internal scheduling, meeting coordination, and calendar management for clinic and research staff.
• OSHA & Safety Compliance: Ensure OSHA compliance within the clinic by completing required safety and compliance checklists; conduct routine safety walkthroughs and report hazards or compliance gaps to site leadership; assist with corrective actions and follow established safety procedures.
• Other Duties: Perform additional responsibilities as assigned to support site operations.

Requirements

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills
• Strong interpersonal skills with a customer-service mindset
• High level of organization and attention to detail
• Ability to multitask and manage competing priorities effectively
• Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with EMR or CRM systems preferred
• Working knowledge of HIPAA requirements and basic OSHA and workplace safety practices

Qualifications

• Education: High school diploma or equivalent required; associate degree preferred
• Experience: Minimum of one (1) to two (2) years of experience in an administrative, front-office, or customer service role (medical office experience preferred)
• Technical Skills: Familiarity with scheduling systems, digital records, and standard office equipment
• Physical Requirements: Ability to sit, stand, or walk for extended periods; ability to lift up to 20 pounds