Office Coordinator

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Our client is seeking an empathetic, organized, and dependable Office Coordinator to serve as the front‑of‑house presence at a growing clinical research site in Harlem. This role is highly patient‑facing and ideal for someone who thrives in a mission‑driven environment, brings strong customer‑service instincts, and remains calm under pressure. Hours are 9:00am-5:00pm with light flexibility for overtime, and the role is fully onsite five days per week.

Key Responsibilities:

• Serve as the first point of contact for patients and visitors, providing a welcoming, respectful, and supportive experience
• Greet, check in, and assist participants, many of whom may be elderly, disoriented, or frustrated
• Manage appointment reminders, rescheduling, and follow‑up communication to support attendance and retention
• Arrange transportation for participants using healthcare ride platforms; monitor and rebook rides as needed
• Assist participants with basic technology needs and communication preferences
• Manage the main phone line, triaging calls and routing messages appropriately
• Coordinate scheduling across clinicians, researchers, and staff; anticipate and resolve conflicts
• Liaise between participants, clinicians, and research teams to ensure smooth visit flow
• Open and prepare the office daily; maintain clean, organized waiting and common areas
• Track, order, and replenish office supplies, groceries, and snacks
• Receive, log, and distribute deliveries and study materials
• Support office events and team gatherings
• Assist with de‑escalation when needed, in partnership with onsite security and leadership

Qualifications:

• 1+ years of experience in an office, administrative, healthcare, or customer‑service role
• Strong empathy, patience, and emotional intelligence
• Ability to remain calm and professional in high‑stress or emotionally charged situations
• Excellent communication skills, both written and verbal
• Highly organized with strong attention to detail
• Comfortable multitasking in a fast‑paced, open office environment
• Tech‑savvy with basic proficiency in office systems and scheduling tools
• Bachelor’s degree and Bilingual Spanish strongly preferred

Compensation/Benefits:

• Up to $65K base salary + paid overtime
• Medical coverage through United Healthcare (three PPO options)
• Dental PPO plan with rollover benefit
• Vision coverage
• Critical illness, life, accident, and disability insurance
• Employee Assistance Program
• 401(k) with up to employer match after one year

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