Front Desk and Facilities Coordinator

About this role

Job Posting Title: Front Desk and Facilities Coordinator ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: PURPOSE The Front Desk & Facilities Coordinator serves as the primary on-site point of contact for patients, visitors, vendors, and staff while coordinating day-to-day workplace and site support needs. The role greets and directs arrivals, manages multi-line phone/email inquiries, supports scheduling and registration workflows (as applicable), maintains accurate logs/records, and protects confidentiality.  In parallel, the role coordinates basic facilities operations—submitting/monitoring work orders, tracking repairs, liaising with vendors (e.g., janitorial/security), maintaining safe and orderly public areas, and supporting safety/security procedures. Typically reporting to an Administrative/Operations Manager, the role works closely with clinical teams, patient access/revenue cycle, IT, security, environmental services, and facilities/maintenance.

RESPONSIBILITIES Operates front desk reception and visitor intake • Greets patients/visitors/vendors promptly and professionally; creates a welcoming first impression. • Directs visitors to appropriate destinations; provides basic information and routing support. • Manages visitor access processes (e.g., sign-in/logs/badges) consistent with site security and confidentiality expectations. • Maintains reception/lobby readiness (cleanliness, supplies, signage) to support a professional environment.

Coordinates calls, messages, and communication flow • Answers and routes multi-line phone calls and inquiries; takes accurate messages. • Responds to common questions via phone/email and escalates issues appropriately. • Communicates scheduling/arrival changes and operational impacts to stakeholders to minimize disruption. • Protects confidentiality in all communications, including patient and business information.

Coordinates Facilities Operations, Building Services, and Workplace Support • Responds to building-related inquiries, complaints, and service needs, providing appropriate solutions or routing to Facilities team members. • Monitors building conditions, common areas, and conference rooms to ensure cleanliness, organization, and operational readiness. • Processes work requests, building access requests (BACS), and Facilities inbox submissions; routes them to the proper Facilities staff member. • Coordinates deliveries, vendors, and service providers in alignment with Facilities schedules and protocols. • Maintains facilities-related logs, documentation, space information, and required reports for building operations.

Coordinates facilities requests, vendor access, and workplace readiness • Receives and triages facility issues; submits work orders and tracks progress to resolution. • Coordinates service visits (repairs, cleaning, security, deliveries) and escorts/supports vendor access as needed. • Conducts basic walk-throughs of public areas and shared spaces; identifies hazards or maintenance needs. • Maintains service documentation (issues, follow-ups, completion notes) to support continuity and compliance.

Manages mail, supplies, inventory, and light administrative support • Receives, sorts, and distributes mail, deliveries, and packages; tracks outgoing shipments. • Orders and stocks front office and shared supplies; maintains inventory levels and storage organization. • Performs clerical tasks (filing, scanning, copying, data entry) to support site operations. • Coordinates conference rooms/shared spaces (where applicable) for operational use and readiness.

Ensures safety, security, and confidentiality practices at the front desk • Follows site safety/security procedures (access control, door checks, emergency readiness steps when assigned). • Safeguards sensitive information and applies discretion and good judgment in a healthcare environment. • Reports incidents, hazards, and urgent facility concerns promptly through established channels. • Supports patient/visitor flow to reduce bottlenecks and maintain orderly operations.

REQUIRED QUALIFICATIONS • High school diploma or GED • 5 years’ experience in front desk/reception, patient access, administrative support, and/or facilities coordination within a healthcare or similarly regulated, customer-facing environment.

​ Relevant education may substitute for experience as appropriate.

PREFERRED QUALIFICATIONS • Associate degree (or higher) in business administration, healthcare administration, facilities management, or a related field. • 7 years combined experience across (1) patient access/front desk functions and (2) facilities coordination (work orders, vendor coordination, safety/compliance support) in a multi-site healthcare or large operational environment. • Familiarity with EMR/PM systems (e.g., Epic) and facilities management tools; experience in high-volume or multi-specialty clinics valued. • Facilities/workplace credentialing (e.g., IFMA Facilities Management–related certificates) to strengthen vendor/work order coordination capability. • Customer service, Lean/process improvement, or similar training to support continuous improvement and service quality.

SALARY RANGE $42,835+ depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT • Standard office equipment • Repetitive use of a keyboard • Work is performed primarily in a healthcare/clinic or business office setting with frequent interaction with patients, visitors, staff, and physicians; may include moderate noise and standard building temperature controls. • May be exposed to infectious/contagious diseases/materials consistent with healthcare operations and patient-facing environments.

Required Materials • Resume/CV

• 3 work references with their contact information; at least one

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