Administrative Coordinator (Front Desk)

ARC OF ACADIANA INC•New Iberia, LA

2d•Onsite

About The Position

The Administrative Coordinator serves as the first point of contact for visitors, employees, and callers while providing administrative support across multiple departments. The role ensures accurate scheduling and documentation for clients and staff and maintains an organized, professional office environment. The ideal candidate is friendly, dependable, highly organized, and able to manage multiple priorities while maintaining accuracy and confidentiality. The position is based at the Central Office, 6400 Hwy 90 W, New Iberia, Louisiana, and is scheduled Monday through Friday, 8:00 a.m. to 4:00 p.m. Duties include reception and communication; appointment and transportation scheduling; records and document management; mail, deliveries, and office logistics; compliance tracking and reporting; and administrative support for employees and departments. Other duties may be assigned by the supervisor.

Requirements

High school diploma or equivalent required.
Clear and professional written and interpersonal communication.
Ability to manage multiple tasks while maintaining strong attention to detail.
Calm, professional judgment when handling interruptions or stressful situations.
Reliability, trustworthiness, and commitment to confidentiality.
Strong organization, time-management, and follow-through skills.
Positive, customer-focused attitude and ability to resolve routine issues independently.
Proficiency in operating general office equipment and handling day-to-day administrative functions.
Working proficiency in Microsoft Word and Excel for daily administrative tasks.
Ability to quickly learn and navigate internal systems and processes.
Ability to handle confidential information discreetly and in compliance with company policy.
Ability to sit, stand, bend, and move throughout the office environment.
Ability to lift and carry light to moderate items, such as files and office supplies.

Nice To Haves

At least one year of administrative, receptionist, or front office experience is preferred.

Responsibilities

Greet and assist visitors professionally; answer, screen, and direct incoming calls; and provide general information about office hours, procedures, and services.
Verify and confirm clients’ appointments and enter appointments into the calendar using appointment cards or other information received.
Schedule DSPs for Waiver van transport and track 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 and save provider notes in the dictation folder according to protocol.
Fax logs, MARs, and required documents to medical offices; request office notes and maintain follow-up documentation.
Support the Waiver Nursing Department with documentation needs.
Receive, process, sort, and distribute mail and packages; prepare outgoing mail and monitor and add postage to the meter.
Print monthly copy counts from printers and copiers; manage Central Office supply inventory, place orders as needed, and issue gloves and other supplies as directed.
Coordinate appropriate storage and pickup for deliveries.
Assist with monthly DSP and OIG checks and monthly DSP Adverse Checks.
Maintain tracking spreadsheets, logs, and other compliance-related records, ensuring data is accurate and updated on schedule.
Monitor annual training completion and send 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 so records remain current and compliant.
Assist employees with Paycom accounts when needed.
Provide administrative support to program leadership and the Executive Administrative Assistant, and perform general office and clerical tasks as required.