Front Desk & Facilities Coordinator

Job Posting

Title:

Front Desk & Facilities Coordinator

Dell Medical School

All Applicants

40

Non-Exempt from FLSA

Immediately

Expected to Continue

AUSTIN, TX

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.

• 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; 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.

• 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 patient/visitor flow to reduce bottlenecks and maintain orderly operations.

• High…