Front Desk and Facilities Coordinator

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/emails 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.

Front Desk and Facilities Coordinator

Dell Medical School

All Applicants

40

Non-Exempt from FLSA

Immediately

Expected to Continue

AUSTIN, TX

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/emails 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.

• 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.

• 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.

• 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.

• 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.

• Receives, sorts, and distributes mail, deliveries, and packages;…