Arc of Acadiana · 3 weeks ago
Administrative Coordinator (Front Desk)
Central Office - New Iberia, LA 70560
Full-time
Onsite
Entry Level
1+ years expArc of Acadiana is an organization seeking an Administrative Coordinator to serve as the first point of contact for visitors, employees, and callers. This role involves providing multi-department administrative support, ensuring accurate scheduling and documentation for clients and staff, and maintaining a professional office environment.
Health CareNon ProfitPersonal HealthWellness
Responsibilities
Greet and assist visitors in a professional and welcoming manner
Answer, screen, and direct incoming phone calls
Provide general information regarding office hours, procedures, and services
Verify and confirm clients’ appointments
Enter clients’ appointments into the calendar based on appointment cards or information received
Schedule DSPs for Waiver van transport
Track and monitor van usage, mileage, maintenance needs, and key distribution
Update schedules and notify appropriate staff of cancellations or changes
Scan, upload, and file documents including notes, disciplinary action forms, waivers, and other records
Prepare new hire and annual DSP packets
Save provider notes in the dictation folder according to protocol
Fax logs, MARs, and required documents to medical offices
Request office notes and maintain accurate follow-up documentation
Support the Waiver Nursing Department with documentation needs
Receive, process, sort, and distribute daily mail and packages
Prepare and send outgoing mail; monitor and add postage to the meter
Print monthly copy counts from printers and copiers
Manage supply inventory for the Central Office; place orders as needed
Issue gloves and other supplies to employees as directed
Coordinate appropriate storage and pickup for deliveries
Assist with running monthly DSP and OIG checks
Assist with running DSP Adverse Checks every month
Maintain tracking spreadsheets, logs, and other compliance-related records
Maintain data tracking spreadsheets and ensure updates are completed accurately and on schedule
Assist with annual training requirements by monitoring completion and sending follow-up reminders
Make follow-up calls to staff, including DSPs, regarding required record updates or missing documentation
Upload documents and maintain employee files in the HRIS system to ensure records remain current and compliant
Assist employees with Paycom accounts when needed
Provide administrative support to program leadership and the Executive Administrative Assistant as needed
Support departmental operations by performing general office and clerical tasks as required
Qualification
Required
High School diploma or equivalent required
At least one year of administrative, receptionist, or front office experience preferred
Proficient in operating general office equipment and handling day-to-day administrative functions
Demonstrates working proficiency in Microsoft Word and Excel for daily administrative tasks
Able to quickly learn and navigate internal systems and processes
Handles confidential information with discretion and in full compliance with company policy
Communicates clearly and professionally, both in writing and in interpersonal interactions
Effectively manages multiple tasks while maintaining strong attention to detail
Demonstrates calm, professional judgment when managing interruptions or stressful situations
Consistently reliable, trustworthy, and committed to maintaining confidentiality in all matters
Highly organized with strong time-management and follow-through skills
Maintains a positive, customer-focused attitude in all interactions
Solution-focused and able to resolve routine issues independently
Ability to sit, stand, bend, and move throughout the office environment
Ability to lift and carry light to moderate items (e.g., files, office supplies)
Standard office environment with frequent interaction with staff, visitors, DSPs, and callers
Must be able to manage interruptions while maintaining professionalism
Preferred
At least one year of administrative, receptionist, or front office experience preferred
Company
Arc of Acadiana
Arc of Acadiana provides in-home care for disabled elderly and adults, community group homes for disabled adults, and day programs.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Cindy Leleux
Chief Executive Officer
Company data provided by crunchbase