Front Desk Associate

Utah Office Administrator

Job Description (Internal / HR Use)

Position Summary

The Office Administrator is responsible for overseeing the day-to-day administrative and front-office operations of the Utah office while providing support to internal teams, physicians, clients, and vendors. This role serves as the primary in-office resource for operational needs, phone support, scheduling coordination, and facility management. The ideal candidate is highly organized, customer-focused, and capable of balancing multiple priorities in a fast-paced medical-legal environment.

Key Responsibilities

Front Office Operations

• Serve as the primary point of contact for incoming calls and office visitors.
• Manage high-volume inbound and outbound phone communications professionally.
• Ensure prompt handling of immediate office needs and requests.
• Maintain a professional and welcoming office environment.

Scheduling & Exam Support

• Manage and distribute the Utah Weekly In-House Exam Schedule.
• Coordinate and support Utah in-house examinations.
• Prepare and distribute exam letters and related documentation.
• Assist internal departments with scheduling-related administrative needs.

Office Administration

• Serve as the primary contact for the building manager and facility-related issues.
• Coordinate office maintenance requests and vendor communications.
• Manage office shredding services and document disposal procedures.
• Assist with office supply inventory and ordering.
• Monitor and distribute incoming mail and deliveries as needed.

Team & Operational Support

• Assist with client events and office initiatives as needed.
• Support cross-functional departments with administrative requests.
• Provide backup coverage for Colorado and Arizona office administrative functions.
• Maintain confidentiality when handling sensitive medical, legal, and business information.

Required Qualifications

• Minimum 2 years of administrative, office management, front desk, or customer service experience.
• Bilingual (mainly Spanish) is a big plus but not a deal breaker
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work independently and manage competing priorities.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Experience coordinating schedules and handling high-volume communications.
• Ability to maintain professionalism and confidentiality.

What Success Looks Like

• Consistent management of front-office operations.
• Effective coordination of Utah in-house exams and schedules.
• Timely resolution of office and facility needs.
• Excellent service provided to physicians, clients, patients, and internal teams.
• Strong collaboration across departments and states.
• Dependable backup support for administrative functions company-wide.