Administrative Assistant / Office Coordinator

Job Description

Job Description

We are seeking a reliable, organized, and detail-oriented Administrative Assistant / Office Coordinator to support the daily operations of our office. This role is responsible for managing administrative and clerical tasks, coordinating communications and schedules, assisting with physician credentialing, and helping ensure the office operates efficiently. The ideal candidate is proactive, professional, enjoys working with people, and can successfully manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

• Answer incoming phone calls, respond to voicemail messages, and provide professional customer service.
• Review, organize, and distribute incoming emails and faxes.
• Scan, upload, organize, and maintain electronic and paper files.
• Perform general administrative and clerical duties.
• Schedule appointments, meetings, vendor visits, and business-related calls.
• Communicate with vendors, physician offices, hospitals, insurance companies, and other organizations to coordinate services and follow up on outstanding requests.
• Assist with physician credentialing by:
• • Collecting and organizing required documentation.
  • Monitoring application status.
  • Following up with hospitals, insurance companies, and physician offices.
  • Maintaining accurate credentialing records.
  • Tracking license, certification, and renewal deadlines.
• Prepare, organize, and maintain contracts, reports, and other administrative documents.
• Support management with special projects and additional administrative tasks as assigned.
• Maintain organized office records and help ensure daily office operations run smoothly and efficiently.

Qualifications

• Previous administrative, office, or healthcare experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize tasks, multitask, and work independently.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Comfortable learning new software and office systems.
• Professional phone etiquette and strong customer service skills.
• Bilingual (English/Mandarin) is a plus, but not required.
• Experience with physician credentialing or a medical office is a plus, but not required.

Preferred Skills

• Excellent time management and follow-up skills.
• Strong problem-solving abilities.
• Ability to maintain confidentiality and professionalism.
• Positive attitude, dependability, and willingness to assist wherever needed.
• Self-motivated with the ability to take initiative and ownership of assigned responsibilities.

Schedule

• Full-time
• Monday–Friday

Ideal Candidate

We're looking for someone who is dependable, organized, and proactive, with excellent communication and follow-up skills. The ideal candidate enjoys keeping an office running efficiently, takes pride in staying organized, and works well both independently and as part of a team. This is an excellent opportunity for someone looking to build a long-term career in healthcare administration and become an important member of our growing office team.