Front Desk and Facilities Coordinator

Job Posting

Title:

Front Desk and Facilities Coordinator

* --
- Hiring Department:

Dell Medical School

* --
- Position Open To:

All Applicants

* --
- Weekly Scheduled

Hours:

40

* --
- FLSA Status:

Non-Exempt from FLSA

* --
- Earliest

Start Date:

Immediately

* --
- Position Duration:

Expected to Continue

* --
- Location:

AUSTIN, TX

* --
- Job Details:

PURPOSE

The Front Desk & Facilities Coordinator serves as the primary on-site point of contact for patients, visitors, vendors, and staff while coordinating day-to-day workplace and site support needs. The role greets and directs arrivals, manages multi-line phone/email inquiries, supports scheduling and registration workflows (as applicable), maintains accurate logs/records, and protects confidentiality. In parallel, the role coordinates basic facilities operations-submitting/monitoring work orders, tracking repairs, liaising with vendors (e.g., janitorial/security), maintaining safe and orderly public areas, and supporting safety/security procedures.

Typically reporting to an Administrative/Operations Manager, the role works closely with clinical teams, patient access/revenue cycle, IT, security, environmental services, and facilities/maintenance.

RESPONSIBILITIES

Operates front desk reception and visitor intake

* Greets patients/visitors/vendors promptly and professionally; creates a welcoming first impression.

* Directs visitors to appropriate destinations; provides basic information and routing support.

* Manages visitor access processes (e.g., sign-in/logs/badges) consistent with site security and confidentiality expectations.

* Maintains reception/lobby readiness (cleanliness, supplies, signage) to support a professional environment.

Coordinates calls, messages, and communication flow

* Answers and routes multi-line phone calls and inquiries; takes accurate messages.

* Responds to common questions via phone/email and escalates issues appropriately.

* Communicates scheduling/arrival changes and operational impacts to stakeholders to minimize disruption.

* Protects confidentiality in all communications, including patient and business information.

Coordinates Facilities Operations, Building Services, and Workplace Support

* Responds to building-related inquiries, complaints, and service needs, providing appropriate solutions or routing to Facilities team members.

* Monitors building conditions, common areas, and conference rooms to ensure cleanliness, organization, and operational readiness.

* Processes work requests, building access requests (BACS), and Facilities inbox submissions; routes them to the proper Facilities staff member.

* Coordinates deliveries, vendors, and service providers in alignment with Facilities schedules and protocols.

* Maintains facilities-related logs, documentation, space information, and required reports for building operations.

Coordinates facilities requests, vendor access, and workplace readiness

* Receives and triages facility issues; submits work orders and tracks progress to resolution.

* Coordinates service visits (repairs, cleaning, security, deliveries) and escorts/supports vendor access as needed.

* Conducts basic walk-throughs of public areas and shared spaces; identifies hazards or maintenance needs.

* Maintains service documentation (issues, follow-ups, completion notes) to support continuity and compliance.

Manages mail, supplies, inventory, and light administrative support

* Receives, sorts, and distributes mail, deliveries, and packages; tracks outgoing shipments.

* Orders and stocks front office and shared supplies; maintains inventory levels and storage organization.

* Performs clerical tasks (filing, scanning, copying, data entry) to support site operations.

* Coordinates conference rooms/shared spaces (where applicable) for operational use and readiness.

Ensures safety, security, and confidentiality practices at the front desk

* Follows site safety/security procedures (access control, door checks, emergency readiness steps when assigned).

* Safeguards sensitive information and applies discretion and good judgment in a healthcare environment.

* Reports incidents, hazards, and urgent facility concerns promptly through established channels.

* Supports…