Front Office & Operations Coordinator (Bilingual)

Front Office & Operations Coordinator (Bilingual) 1st Pain Specialists Sandy Springs, GA • Full-Time • On-Site Only About 1st Pain Specialists 1st Pain Specialists provides medical management for personal injury patients. We coordinate virtual care nationwide, connecting patients with providers for injury documentation and treatment referrals. We are growing quickly and need a strong operator to run the front office, document workflows, and the systems that keep the office moving.

The Role:

This is not a typical front desk job. The Front Office & Operations Coordinator is the single point of accountability for front office operations, document flow, and office management. This role combines responsibilities across reception, office management, and operations. On day one, you'll own communication flow (calls/emails), mail/document handling, and front desk execution. Within your first 90 days, you'll expand into office management, staff coordination, and reporting.

Core Responsibilities:

Front Office & Communication Route all inbound calls and emails to the correct department Communicate with patients and law firms in English and Spanish (verbal and written) Greet and direct walk-in visitors Log all patient interactions in the case management system Post follow-ups in internal communication channels Maintain a clean, organized, and professional front office Mail & Document Management Pick up company mail weekly using your own vehicle Scan, log, and route checks, subpoenas, and legal documents Submit biweekly mileage reimbursement reports Office Management Manage vendors and suppliers (office supplies, kitchen, cleaning, IT, etc.) Track inventory and maintain appropriate stock levels Submit weekly inventory reports Coordinate facility issues (HVAC, plumbing, security, etc.) Plan office events (team lunches, birthdays, holidays, recognition) Support onboarding logistics for new hires (workspace setup, supplies, etc.) Staff Management & Operations Oversee front office and administrative staff performance Monitor workflow, call quality, and turnaround times Build and maintain Excel dashboards (performance, call volume, inventory, etc.) Share weekly operational reports with leadership Manage work allocation across front office tasks and admin support Identify operational bottlenecks and propose solutions Assist with onboarding and coaching junior staff Day-to-Day Overview Manage phones, emails, and front desk operations throughout the day Track and log all interactions and updates Maintain office appearance and supply levels Handle weekly mail processing and routing Update weekly performance and inventory reports Coordinate vendors and office needs Plan periodic team events

Requirements:

Required 3-5 years of experience in office management, front office, or administrative coordination Strong Microsoft Excel skills (formulas, pivot tables, dashboards) Bilingual (English/Spanish), both spoken and written Reliable personal vehicle (required for mail pickups) Ability to commute daily to Sandy Springs, GA (on-site only) Experience working across multiple departments Comfortable handling phones, systems, and communication tools Preferred Experience in medical, legal, or personal injury environments Experience supervising or coordinating staff Vendor and supplier management experience Event planning or office culture initiatives Experience with case management systems Experience building reports for leadership What We Offer Exposure to medical, legal, and billing operations Clear growth path into operations and leadership roles

Benefits:

Health, Dental, Vision, PTO, Paid Holidays Pay:

$50,000.00 - $60,000.00 per year

Benefits:

Dental insurance Health insurance Vision insurance Application Question(s): Are you been an office Manager before?

Language:

Spanish (Required)

Location:

Sandy Springs, GA 30342 (Required) Ability to

Commute:

Sandy Springs, GA 30342 (Required)

Work Location:

In person