Administrative Operations Coordinator

FFF_Enterprises in; Newark (NJ); On-site; USD 42,000 - 54,000; Full time

Job summary

Real Nursing Infusion (RNI) Services is seeking an Administrative Office Coordinator to serve as the operational hub of the office. You will coordinate front office operations, records and document administration, medical supply inventory, and communications, ensuring accuracy, responsiveness, and accountability.

Reporting to Nursing Operations, you will support Clinical Nursing Services, field clinicians, vendors, and internal partners to maintain regulatory readiness and continuity of service.

Qualifications

• Ability to maintain organized records and documents with high attention to detail.
• Strong communication and coordination skills across multiple teams.
• Experience managing inventories and supply logistics in a professional setting.

Responsibilities

• Maintain required physical office presence during business hours.
• Receive and direct visitors, vendors, deliveries, and other individuals arriving at the RNI office.
• Answer incoming telephone calls, respond to routine inquiries, and route matters to the appropriate individual or department.
• Monitor office voicemail, accurately document messages, and ensure timely communication to the appropriate recipient.
• Maintain a professional, organized, responsive, and service-oriented office environment for employees, clinicians, visitors, vendors, and business partners.
• Receive, sort, and distribute incoming mail, packages, documents, and deliveries accurately and promptly.
• Prepare and process outgoing mail, packages, and departmental shipments in accordance with established procedures.
• Route time-sensitive, confidential, or priority correspondence to the appropriate recipient.
• Maintain applicable mailing, shipping, tracking, and delivery documentation.
• Investigate delayed, incomplete, damaged, or misdirected deliveries and elevate unresolved issues appropriately.
• Scan, upload, organize, and maintain administrative records within designated departmental systems and file locations.
• Maintain electronic and physical filing systems in accordance with established organizational and departmental standards.
• Review records for completeness, legibility, accuracy, and appropriate classification before final filing.
• Ensure departmental records remain current, orderly, and readily accessible to authorized users.
• Maintain reliable records supporting routine departmental operations and administrative activities.
• Administer document retention and records-management activities in accordance with established requirements.
• Maintain current versions of administrative forms, packets, templates, and supporting documentation.
• Organize regulatory, operational, and departmental records subject to established retention requirements.
• Prepare and assemble reports, packets, files, and supporting materials for departmental use.
• Identify missing, incomplete, duplicate, outdated, or inconsistently maintained records and complete appropriate follow-up or correction.
• Maintain an accurate and organized inventory of office-based clinical and medical supplies.
• Monitor inventory levels against established stocking expectations and operational demand to identify replenishment needs.
• Maintain current inventory logs, usage records, and supporting documentation.
• Conduct periodic physical inventory counts and compare results against recorded inventory balances.
• Monitor supply utilization and distribution activity to assure accurate inventory visibility and availability.
• Reconcile physical inventory counts against tracking records and identify variances requiring investigation.
• Research inventory discrepancies using receiving, shipment, distribution, and inventory records.
• Identify and report shortages, low inventory levels, unexpected usage patterns, or other supply concerns.
• Document inventory discrepancies, investigative activity, follow-up actions, and resolution.
• Escalate significant shortages, recurring discrepancies, unresolved variances, or other inventory exceptions requiring additional review.
• Process routine medical, clinical, and office supply replenishment in accordance with established procedures and authorization requirements.
• Prepare required information and documentation for supply orders and replenishment requests.
• Monitor pending orders and follow up on delayed, incomplete, or outstanding shipments.
• Facilitate routine replenishment activity with designated department representatives and approved vendors.
• Maintain accurate records supporting ordering, replenishment, and related follow-up activity.
• Receive clinical, medical, and office supply shipments and verify deliveries against packing slips, purchase information, and available shipment documentation.
• Confirm received items and quantities are consistent with applicable ordering and shipping records.
• Identify and document damaged, missing, incorrect, incomplete, or unexpected items.
• Resolve routine shipment discrepancies with the appropriate internal contact or vendor and monitor unresolved matters as necessary.
• Update inventory, receiving, and tracking records following verification and acceptance of delivered supplies.
• Fulfill approved clinical and medical supply requests for field clinicians in accordance with established departmental processes.
• Prepare accurate supply packages and shipments based on documented clinician needs.
• Arrange delivery or shipment of supplies to field-based employees.
• Verify packages are complete, appropriately documented, and properly routed prior to distribution.
• Maintain timely fulfillment of routine clinician supply requirements to promote continuity of field operations.
• Maintain accurate records of supplies assigned, shipped, delivered, or otherwise distributed to field clinicians.
• Track outstanding supply requests and fulfillment activity through completion.
• Process replacement and emergency supply requests in accordance with established procedures.
• Communicate supply availability, shipment status, anticipated delivery, and outstanding requirements to clinicians as appropriate.
• Promptly identify and elevate unresolved supply issues that could affect clinician readiness or continuity of patient care.
• Arrange meeting logistics, including scheduling, room preparation, materials, and related administrative requirements.
• Prepare, organize, and distribute meeting materials and supporting documentation.
• Draft and prepare routine departmental communications and administrative correspondence.
• Produce spreadsheets, reports, presentations, and other business materials as assigned.
• Provide administrative coordination for departmental projects and recurring business activities.
• Provide backup administrative support for onboarding and credentialing activities as needed to maintain continuity of operations.
• Assist with collection, organization, and maintenance of required onboarding and credentialing documentation.
• Perform routine administrative follow-up regarding outstanding or incomplete documentation.
• Coordinate backup activities with the Onboarding & Credentialing Coordinator and other designated internal partners.
• Maintain applicable records and tracking information while providing backup coverage.
• Refer credentialing, compliance, eligibility, or policy determinations to the position or department responsible for those decisions.
• Prepare presentations, reports, packets, and supporting documentation for RNI leadership.
• Compile requested information from established records, systems, files, and departmental resources.
• Coordinate follow-up associated with departmental assignments, priorities, and leadership requests.
• Advance designated departmental initiatives through organized documentation, tracking, coordination, and administrative follow-through.
• Maintain visibility to assigned administrative matters and communicate status, outstanding requirements, deadlines, and follow-up needs as appropriate.
• Perform designated administrative activities supporting Clinical Nursing Services.
• Organize and maintain non-clinical documentation used in Clinical Nursing Services operations.
• Facilitate routine administrative requests involving Clinical Nursing Services team members.
• Prepare and organize materials required for departmental activities and operational needs.
• Route clinical decisions, patient-care questions, or matters requiring professional nursing judgment to the appropriate clinical professional.
• Perform designated administrative activities supporting Nursing Operations.
• Maintain departmental documentation, tracking information, and routine administrative workflows.
• Compile and organize information required for operational reviews, departmental activities, and follow-up.
• Facilitate routine administrative requests involving Nursing Operations team members.
• Maintain continuity of assigned administrative processes and recurring operational requirements.
• Maintain and organize designated quality and compliance records.
• Prepare and organize documentation requested for compliance activities and authorized internal review.
• Maintain assigned records in accordance with established filing, access, confidentiality, and retention requirements.
• Identify missing or incomplete documentation and complete appropriate administrative follow-up.
• Refer compliance interpretation, clinical quality determinations, corrective action matters, and decisions requiring professional or managerial judgment to the responsible individual or function.
• Maintain organized administrative documentation supporting regulatory and accreditation readiness.
• Assemble records and supporting materials requested for audits, surveys, accreditation activities, or internal reviews.
• Ensure assigned regulatory documentation remains current, orderly, and readily retrievable.
• Identify missing or incomplete records and complete routine documentation follow-up.
• Escalate questions involving regulatory interpretation, accreditation standards, or compliance requirements to the appropriate responsible individual.
• Maintain appropriate levels of general office supplies and routinely used administrative materials.
• Monitor supply levels and initiate replenishment activity in accordance with established procedures.
• Maintain orderly storage and accessibility of office materials and shared supplies.
• Monitor common office areas for administrative, supply, or operational needs requiring attention.
• Identify and communicate workplace or facility concerns to the appropriate internal contact.
• Facilitate routine facility-related needs affecting the RNI office.
• Submit and track service or maintenance requests with designated internal contacts or service providers.
• Coordinate approved vendor services associated with office and operational requirements.
• Maintain records related to office services, maintenance activity, and vendor interactions.
• Escalate facility, safety, service, maintenance, or vendor issues requiring leadership review or specialized intervention.
• Maintain consistent execution of established administrative workflows and departmental procedures.
• Maintain forms, checklists, tracking tools, and other resources required for assigned processes.
• Identify recurring administrative inefficiencies, incomplete information, documentation gaps, and workflow delays.
• Communicate process issues and improvement opportunities to the appropriate team member or leader.
• Implement approved improvements to administrative processes, workflows, tracking mechanisms, and documentation practices.
• Participate in departmental meetings and organizational initiatives as requested.
• Contribute administrative coordination to special projects and departmental priorities consistent with the scope of the position.
• Work effectively with RNI leadership, field clinicians, internal departments, vendors, and other business partners to complete assigned responsibilities.
• Maintain timely communication regarding outstanding assignments, deadlines, issues, dependencies, and administrative requirements.
• Perform other related duties as assigned that are consistent with the general nature and level of the position.
• Adheres specifically to all company policies and procedures, Federal and State regulations, and laws.
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Always represent the Company in a professional manner and appearance.
• Understand and internalize the Company’s purpose.
• Display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more

Job description

Real Nursing Infusion (RNI) Services is seeking an Administrative Office Coordinator to serve as the operational hub of the office. You will coordinate front office operations, records and document administration, medical supply inventory, and communications, ensuring accuracy, responsiveness, and accountability.

Reporting to Nursing Operations, you will support Clinical Nursing Services, field clinicians, vendors, and internal partners to maintain regulatory readiness and continuity of service.