Guest Services Office Coordinator

FirstHealth of the Carolinas, Inc.•Pinehurst, NC

About The Position

The Guest Services Office Coordinator provides comprehensive administrative, scheduling, and customer service support for systemwide Guest Services, including support for the Assistant Director, Guest Services, and the Pastoral Care Manager. The Coordinator is the central point of contact for the Guest Services office, greeting and assisting visitors, volunteers, chaplain associates, and staff in person, by telephone, and by email. The role helps ensure that the office operates efficiently and professionally in a manner that reflects the organization’s service standards. The Coordinator manages volunteer and chaplain associate onboarding, credentialing, and record keeping, including background checks, health and vaccination requirements, annual reviews, and status changes. The role maintains Guest Services databases and volunteer files in Volgistics, OHM, and paper systems; schedules and communicates volunteer coverage across service areas and FirstHealth sites; directs and delegates daily work to volunteers assigned to the office; manages departmental supplies, uniforms, invoices, and sign-in technology; and prepares monthly, annual, and ad-hoc compliance and recognition reports. The Coordinator also supports leadership with volunteer orientation, education, recognition events, and special projects. The position requires independent judgment, discretion when handling confidential information, strong organizational skills, and the ability to manage multiple priorities and frequent interruptions.

Requirements

High school graduation.
Associate degree required.
At least two years of experience working in a multi-faceted office.
Knowledge of database management.
Computer proficiency.

Nice To Haves

Healthcare or volunteer-related experience preferred.

Responsibilities

Provide administrative, scheduling, and customer service support for systemwide Guest Services and its leadership.
Serve as the central point of contact for the Guest Services office, assisting visitors, volunteers, chaplain associates, and staff in person, by telephone, and by email.
Coordinate onboarding, credentialing, and record-keeping processes for volunteers and chaplain associates, including background checks, health and vaccination requirements, annual reviews, and status changes.
Maintain Guest Services databases and volunteer files in Volgistics, OHM, and paper systems.
Schedule and communicate volunteer coverage across service areas and FirstHealth sites.
Direct and delegate daily work to volunteers assigned to the office.
Manage departmental supplies, uniforms, invoices, and sign-in technology.
Prepare monthly, annual, and ad-hoc reports for compliance and recognition.
Support leadership with volunteer orientation, education, recognition events, and special projects.
Exercise independent judgment and discretion with confidential information while managing multiple priorities and frequent interruptions.