Front Desk and Facilities Coordinator

Position Overview

Front Desk and Facilities Coordinator – Dell Medical School, Austin, TX. The role 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. Responsibilities include greeting and directing arrivals, managing phone and email inquiries, supporting scheduling and registration workflows, maintaining logs and records, and protecting confidentiality. The coordinator also handles basic facilities operations such as submitting and monitoring work orders, tracking repairs, liaising with vendors, and maintaining safe and orderly public areas, all while supporting safety and security procedures.

• Operates front desk reception and visitor intake
  • Greets patients, visitors, and vendors promptly and professionally; creates a welcoming first impression.
  • Directs visitors to appropriate destinations; provides basic information and routing support.
  • Manages visitor access processes 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.
• 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, 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 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 and shared spaces 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 preparedness 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 patient/visitor flow to reduce bottlenecks and maintain orderly operations.

• High school diploma or GED.
• Five years of experience in front desk/reception, patient access, administrative support, and/or facilities coordination within a healthcare or similarly regulated, customer‑facing environment.
• Relevant education may substitute for experience as appropriate.

• Associate degree (or higher) in business administration, healthcare administration, facilities management, or a related field.
• Seven years combined experience across patient access/front desk functions and facilities coordination in a multi‑site…