CT Front Desk Recep

Front Desk Receptionist

Position Summary/Scope of Responsibility

Med Vanta is the nation's largest physician-owned and operated next generation management services organization (MSO). Our services are specifically designed for musculoskeletal (MSK) providers and go beyond that of a traditional MSO, empowering our clients with the precise infrastructure, data, technology, and administrative processes needed to thrive both today and tomorrow.

Med Vanta has an employee centered culture that supports and promotes diversity and inclusion. Our encouraging and empowering management style makes Med Vanta a great place to further grow your knowledge while building a team driven path to success.

The Front Desk Receptionist performs clerical tasks within a corporate office setting to support daily operations of the Central Office (CO) and Central Billing Office (CBO). The Front Desk Receptionist serves as an initial professional and welcoming representative of Med Vanta when greeting and communicating with visitors and callers. Must possess outstanding communication, time management, customer service, and problem-solving skills with the ability to anticipate the needs of the office and personnel to ensure a cohesive and effective operation.

Primary Responsibilities

The incumbent may be asked to perform job-related tasks other than those specifically stated in this description. The duties and responsibilities of the position are to be carried out in a manner that is consistent with the Mission, Core Values and Operating Principles of Med Vanta.

Office & Facilities

• Stock all office kitchens daily (morning & afternoon), ensuring supplies remain fully replenished.
• Maintain a clean, organized, and professional office environment, including front reception areas and kitchens.
• Tidy and reset conference rooms throughout the day, ensuring they are clean and presentation-ready after meetings.
• Maintain the supply room and proactively identify office supply shortages, ordering office and kitchen supplies, labor and compliance posters for the CO, CBO, and practices, and coordinating with vendors as needed.
• Manage all office inbound and outbound mailing, distribution, and shipping.
• Anticipate the needs of the office and team and proactively address issues to ensure a seamless experience and efficient operation of office systems and processes.

Inventory Management

• Ensure all inventory is accurately documented in the Excel tracking sheet.
• Prepare the monthly inventory orders for both the Central Office and CBO.
• Every second Wednesday of the month, follow up with Myong and department managers regarding CBO inventory requests.
• Manage internal documents and databases and create and maintain standardized organizational systems.

Office Requests & Access Management

• Process and update requests related to new employees and employee separations in a timely manner.
• Maintain an accurate log of office key fobs.
• Process new hire key fob registrations and parking passes.
• Process parking ticket validations for guests and employees and reimbursements as needed.

Conference Room Coordination

• Review conference room calendars weekly.
• Reach out to meeting organizers in advance to determine whether any room setup, refreshments, or other accommodations are needed.
• Ensure conference rooms are prepared prior to scheduled meetings when requested.
• Coordinate multimedia for meetings, including video conferencing, projector/screen setup, presentations, and other technology needs.

Reception & Communication

• Serve visitors by greeting, welcoming, notifying company personnel of visitor arrival, and directing them appropriately, while maintaining a professional and service-centered atmosphere representative of the service Med Vanta strives to deliver.
• Operate multi-line telecommunication and VOIP systems to screen calls, answer general inquiries, route callers to the appropriate party effectively and politely, and follow up on all voicemails and faxes in a timely manner.
• Develop and maintain an up-to-date organization directory.
• Liaise with executive, senior office, and client personnel as needed to provide support with requests, queries, and projects.

Events & General Office Support

• Assist with the coordination of annual meetings and company events, including setup and serving as a helper at events when necessary.
• Complete assigned administrative and operational tasks independently while providing regular updates as needed.
• Perform all other duties as assigned.

Required Education & Experience

• High School Diploma or GED.
• 2+ years of administrative experience, preferably in an enterprise and role of similar size and function.
• Proficiency with Microsoft Office suite of products, as well as proficiency with standard office software and applications. (Microsoft Word, Excel, and Powerpoint proficiency required.)
• Outstanding time management skills and the ability to work effectively across multiple forms of communication and teams.
• Strong organizational skills with the ability to multi-task and be effectively…