Office Coordinator

Vitra Health; Boston (MA); On-site; USD 52,000 - 67,000; Full time

Job summary

Vitra Health is seeking an organized Office Coordinator to support daily office operations and ensure a welcoming, professional environment in our Massachusetts offices. You will report to the CEO and help coordinate front desk activities while supporting administrative and clinical teams.

The role requires strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced setting.

Qualifications

• High school diploma or GED required; associate's degree preferred.
• Two+ years of administrative or medical office experience.
• Strong organizational, communication, and problem-solving skills.
• Excellent attention to detail and data entry accuracy.
• Proficiency with office software and ability to learn new systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional demeanor and commitment to excellent service.
• Ability to work independently and with clinical teams.

Responsibilities

• Coordinate daily office and front desk operations, scheduling, calendar coordination, and communication among administrative and clinical teams.
• Respond to calls and inquiries professionally and direct to appropriate team members; maintain records and update information in computer systems.
• Maintain department policy manuals and administrative documentation; coordinate vendor communications, procurement, and service requests.

Skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Data entry accuracy

Multitasking

Team collaboration

Education

High school diploma or GED

Associate's degree preferred

Tools

Office software

Job description

Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs- supported by a Nurse, and Case Manager, Vitra ensures clients receive compassionate, personalized, and dignified care.

To help share our mission and expand our community impact, Vitra Health is seeking an organized and detail-oriented Office Coordinator to support daily office operations and ensure an efficient, welcoming, and professional environment. Under the supervision of the Chief Executive Officer, this position coordinates front desk activities, supports administrative and clinical teams, and helps maintain smooth workflows across the office.

Foster a Culture of Customer Service and Commitment to Quality Care

• Serve as a brand ambassador for Vitra Health, reflecting our vision, mission, and values in all professional interactions and communications.
• Show genuine interest and compassion for the communities we serve and demonstrate commitment to the diversity of our clients and team members.
• Mentor and support team members through demonstrated professionalism, reliability, and commitment to organizational excellence

Office Operations and Administrative Support

Coordinate daily office and front desk operations to support efficient workflows and timely service. Assist with scheduling, calendar coordination, and communication among administrative and clinical teams. Respond to calls and inquiries professionally, directing requests to the appropriate team members. Maintain accurate records and update information in computer systems. Maintain department policy manuals and administrative documentation. Vendor, Supply, and Equipment Coordination Maintain vendor contact information and coordinate vendor communications and service requests. Monitor inventory and order office and clinical supplies to ensure adequate stock. Coordinate office equipment maintenance and repairs. Identify and communicate operational issues that may affect office efficiency.

Team Support and Service

Willingness to float between two corporate offices in Braintree, MA and Boston, MA Collaborate with administrative and clinical staff to address daily operational needs. Provide courteous, responsive assistance to patients, visitors, vendors, and employees. Handle sensitive information with discretion and follow company confidentiality policies. Support additional administrative projects and duties as assigned.

Qualifications High school diploma or GED required; associate's degree preferred. At least two years of administrative or medical office experience. Strong organizational, communication, and problem-solving skills. Excellent attention to detail and accuracy in data entry and recordkeeping. Proficiency with office software and the ability to learn new computer systems. Ability to manage multiple priorities and work effectively in a fast-paced environment. Professional demeanor and a commitment to providing excellent service. Ability to work independently and collaboratively with administrative and clinical teams.

Work Environment and Physical Requirements Office-based work in a clean, well-lit environment with fluctuating temperatures in close proximity to others. Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse; requires frequent sitting more than 75% of the workday. Requires occasional lifting, carrying, pushing, and pulling of equipment and supplies weighing up to 35 pounds; requires walking and standing and the ability to negotiate stairs; requires visual acuity and manual dexterity to operate office equipment.

Vitra Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender