Front Office Coordinator

Location: Werner Park

Title:

Front Office Coordinator Department:
Community Services/Corporate

Location:

1750 Claiborne Avenue, Shreveport, LA 71103

Wage Category:
Non-Exempt

Reports To:

Client Access Manager Overview:
The Front Office Coordinator serves as the first point of contact for visitors and callers, providing professional, courteous customer service and supporting daily administrative operations. This role is responsible for coordinating front desk operations, handling communications, and performing a variety of clerical and office support tasks, while being organized, detail-oriented, and able to multitask effectively in a fast-paced environment, maintaining confidentiality and professionalism.

Duties include, but are not limited to:

Front Desk and Customer Service Greet and assist visitors in a professional and welcoming manner.

Answer and manage a multi-line phone system, directing calls and inquiries appropriately.

Provide accurate information to visitors and callers or route them to the appropriate staff member or department.

Schedule and coordinate appointments, including optometry-related services.

Maintain visitor logs and ensure compliance with safety and security procedures.

Inform clients of item status, referrals, and delivery updates.

Mail intake forms to clients and provide assistance with completion as needed.

Administrative and Clerical Support Process incoming referrals, ensuring timely follow-up, documentation, and entry into the client management system.

Ensure compliance with Health Insurance Portability and Accountability Act (HIPAA) regulations to maintain confidentiality of client information.

Maintain accurate and up-to-date client records by scanning and entering evaluations, reports, and progress notes.

Perform general clerical duties, including typing, filing, document preparation, and correspondence.

Manage incoming and outgoing mail, faxes, and other communications.

Make copies and provide administrative support to staff as needed.

Safety and Security Responsibilities Verify visitors, issue badges, maintain logs, and ensure only authorized individuals access restricted areas.

Ensure visitors are escorted appropriately and do not access unauthorized areas.

Monitor the environment for suspicious activity, hazards, or unusual behavior and report concerns promptly.

Follow protocols for mail and package handling, including identifying and escalating suspicious items.

Respond to and communicate emergencies by following established procedures, including evacuation or shelter-in-place protocols.

Maintain confidentiality of sensitive information, including employee and client details.

Document and report safety incidents, unusual interactions, or violations.

Adhere to all company safety and security protocols consistently.

Daily Safety and Facility Oversight Inspect lobby entrances, exits, and access points to ensure proper function and security.

Maintain a clean, organized, and hazard-free reception and common areas.

Ensure emergency contact information is current and accessible.

Secure office entry and exit points at the end of each day.

Maintain office equipment maintenance and repairs (copiers, fax machines, etc.) and ensure adequate supplies are stocked.

Team and Organizational Support Communicate important updates, issues, and operational needs to support team continuity.

Collaborate with team members to ensure efficient office operations.

Provide support at other L.A.B. office locations as needed.

Perform additional duties as assigned.

High school diploma or equivalent required.

Previous office or clerical experience preferred but not required.

Strong customer service and interpersonal skills.

Effective verbal and written communication abilities.

Proficiency in operating office equipment, multi-line phone systems, copiers, fax machines, and scanners.

Basic computer skills, including Microsoft Word, Outlook, and Quick Books POS.Ability to type accurately and efficiently.

Ability to work both independently and collaboratively in a team environment.

Demonstrates professionalism, sound judgment, and the ability to maintain confidentiality.

Experience with phone and cash handling procedures preferred.
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