Business Office Assistant

Business Office Assistant

Location:

Fort Wayne, Indiana
Job Type: Contract
Expected hours per week: 40 hours per week

Schedule:

Monday – Friday, 8-5 onsite.
Pay Range: $18 Per Hour

We are seeking a reliable and customer‑focused Front Desk / Office Services Coordinator to serve as the first point of contact for visitors, members, and callers. This role supports daily front desk operations, office services, and administrative functions while ensuring a welcoming, organized, and professional lobby environment.

• Answer and direct incoming calls through the central phone system
• Greet visitors, manage sign‑in / sign‑out procedures, and notify staff of arrivals
• Direct visitors to appropriate personnel in a courteous and professional manner
• Maintain cleanliness and organization of the lobby at all times
• Address urgent situations calmly and escalated concerns when needed

• Report lobby‑related equipment issues (phones, printers, iPads, etc.) to IT or appropriate teams
• Prepare lobby and meeting areas with signage, name tags, and special setup requests
• Coordinate with cleaning vendors for special needs
• Serve as liaison with vending machine vendors to resolve issues
• Assist with scheduling package pickups

• Accept, sign for, and distribute incoming mail and packages promptly
• Retrieve and route incoming faxes electronically
• Check overnight drop box daily or as directed
• Process and sort incoming mail per established guidelines
• Accept premium payments via check or money order and issue receipts
• Coordinate delivery of payments to appropriate departments

• Provide administrative support to Office Services and other departments as needed
• Conduct routine audits of scanned documents for quality, accuracy, and correct indexing
• Research returned mail and update member/employer contact information
• Contact members or employer groups listed on National Change of Address reports
• Maintain and update lobby/front desk procedures and documentation
• Use Microsoft Office and standard office equipment efficiently

• Maintain confidentiality and adhere to HIPAA and applicable regulations
• Participate in training and company‑wide quality improvement initiatives
• Perform other related duties as assigned

• High School Diploma or equivalent
• At least 1 year of experience in an office, front desk, or administrative role
• Strong interpersonal, communication, and organizational skills
• Ability to multitask, prioritize, and work effectively in a team environment
• Proficiency with Microsoft Office and standard office equipment

• Experience in a clinical, healthcare, or regulated office environment
• Familiarity with document management, mail processing, or records handling

• Be the face of the organization and make a daily impact
• Collaborative, team‑oriented environment
• Opportunity to build skills across office services, administration, and customer support