Front Desk & Clinic Operations Coordinator

Job Title :

Front Desk & Clinic Operations Coordinator Position Type :

Part time

Department :

Operations Reports to :

Clinic Manager Hours:

4:00 PM to 8:00 PM Monday through

Friday Hourly Rate:

$20.00 Position Summary The Front Desk & Clinic Operations Coordinator ensures the smooth daily operation of the clinic by providing front desk support, maintaining a clean and organized environment, managing supplies and inventory, supporting clinical staff, and assisting with administrative and operational tasks. This role is essential to creating a welcoming, well‑run clinic for clients, families, and staff. Key Responsibilities Front Desk & Client Coordination Greet and assist clients, families, providers, and visitors professionally. Print and process requests sent to the front desk. Remind clients and caregivers to properly check in and check out. Follow up with absent ABA clients regarding attendance for the following day. Send text reminders to Mental Health (MH) clients as scheduled. Prepare testing folders for providers in advance, including: Protocols from the filing cabinet in Jen's office Materials from the closet cabinet Clinic Operations & Daily Walkthroughs Conduct daily end‑of‑day walkthroughs to ensure clinic readiness. Ensure therapy rooms are stocked with wipes, tissues, disinfectant spray, and hand sanitizer. Refill hand sanitizer bottles as needed. Turn off heaters, lamps, noise machines, and other equipment. Pick up visible trash from floors and common areas. Water plants throughout the clinic. Ensure clinic areas are orderly and presentable at all times. Kitchen & Coffee Station Maintenance Maintain the coffee station throughout the day, including: Restocking coffee, sugar, creamer, teas, cups, and water Daily wiping of surfaces to remove coffee and sugar residue Cleaning trays on the coffee machine and water dispenser Periodically wiping down tea trays and containers Empty and wash the coffee pot at the end of each day. Stock ABA and breakroom kitchens with plates, cups, napkins, paper towels, and dish soap. Clean the extra table in the breakroom kitchen and wash any dirty dishes. Keep breakroom cabinets organized and stocked with items such as: Ziplock bags, straws, aluminum foil, and plastic wrap Bathroom & Facility Supply Management Ensure both bathrooms are fully stocked with: Toilet paper, paper towels, soap Baby wipes, gloves, disinfectant spray, diaper bags Refill soap and paper towel dispensers as needed. Supplies, Inventory & Equipment Order clinic supplies using the inventory spreadsheet as needed. Restock "All About My Day" and "Incident Report" forms. Manage walkie‑talkies by: Ensuring they are turned off and charging at the end of the day Labeling devices by provider name Prepare candy and sticker capsules for the vending machine and remove coins as required. Administrative & Office Support Scan incoming mail and upload documents to SharePoint. Print and distribute materials as requested. Take photos of new hires and create wall portraits and badges (SharePoint links). Add birthdays and work anniversaries to the calendar and prepare cards (mailed to schools or virtual). Create signage for closures and announcements using Canva. Assist with seasonal clinic decorations. Client & Staff Organization Create cubbies for new clients, including: Name tags Proper placement based on morning vs. afternoon schedules Full cubbies as noted in the designated columns Maintain organized shared spaces and storage areas. Errands & External Tasks Run occasional errands, including: Purchasing cakes and supplies for office celebrations Buying weekly fruit for employees Visiting the post office as needed End‑of‑Week / Closing Duties On Friday evenings: Unplug the front desk LED light Lock the computer cart Ensure the clinic is secure and properly closed. Qualifications High school diploma or equivalent required. Strong organizational skills and attention to detail. Ability to manage multiple tasks in an active clinic environment. Comfortable using office tools and systems (printing, scanning, SharePoint, Canva). Friendly, professional communication skills. Ability to perform light cleaning, lifting supplies, and running local errands. Work Environment Clinic‑based role requiring standing, walking, light lifting, and frequent movement. Combination of administrative, front desk, and facility support duties.