Front Desk and Facilities Coordinator

The University of Texas at Austin•Austin, TX

4d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.

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.