Office Coordinator

Westchester Medical Center Health Network; Town of Mount Pleasant (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Westchester Medical Center Health Network seeks an Office Coordinator to support the Health Information Management Department. The role involves clerical tasks, file organization, meeting notes, mail handling, calendar management, and workflow improvement to streamline operations.

Your responsibilities include welcoming clients, managing phones, coordinating appointments, training new clerks, and upholding office policies with excellent customer service and attention to detail.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Experience in office administration or healthcare setting preferred.
• Proficient in Microsoft Office and office equipment; strong communication skills.

Responsibilities

• Welcome clients and visitors to the office and assist them as needed.
• Perform clerical tasks (filing, organizing supplies) as needed.
• Take meeting notes and transcribe into email, document, or spreadsheet form.
• Prepare and send faxes.
• Answer phones and route calls to appropriate persons.
• Manage staff and company calendars; set appointments and conference calls.
• Maintain organized office workflow and supply stock.

Skills

Microsoft Office

Customer service

Attention to detail

Verbal communication

Written communication

Education

High school diploma or GED

Associate’s degree in office administration or related field

Tools

Fax machine

Printer

Copier

Phone systems

Job description

Job Summary: Office Coordinator is responsible for performing a variety of administrative and clerical duties that support the Health Info Management Department. The Office Coordinator is responsible for both general and clerical tasks around the office. This position involves general office organization and streamlining business operations.

Responsibilities

• Welcome clients and visitors to the office and assist them as needed.
• Perform various clerical tasks as needed (file papers, organize supplies, etc.).
• Take meeting notes and transcribe into email, document or spreadsheet form.
• Prepare and send faxes.
• Answer phones and route calls to appropriate persons.
• Take and deliver phone messages.
• Manage, sort, and dispense incoming mail and faxes.
• Prepare outgoing mail, faxes and packages.
• Maintain staff and company calendars.
• Set appointments, meetings, and conference calls.
• Reserve conference spaces for meetings.
• Notify and remind all parties of upcoming events, lunches, meetings etc.
• Suggest changes to office task workflow in order to improve efficiency.
• Maintain an organized work space at all times.
• Clean and tidy public office spaces.
• Frequently check office supply stock; reorder supplies when needed.
• Track orders and maintain vendor relationships.
• Attend company meetings.
• Train and assign tasks to new office clerks or interns.
• Report any updates or pertinent issues that need addressing to the office manager.
• Uphold and carry out company office policies and procedures.

Qualifications/Requirements

Experience: 2 years working in office admin or in healthcare setting, preferred.

Education

• High school diploma or GED equivalent required. Associate’s degree in office administration, management or related field preferred

Licenses / Certifications

N/A

Other

Computer literate and proficient using Microsoft Suite. Experience using office machinery (fax, printer, copier, phone systems etc.). Excellent customer service skills. Organized and detail-oriented. Outstanding communicator both verbally and written.