Position Summary
The Administrative Office Coordinator serves as the operational hub for the Real Nursing Infusion (RNI) Services office, coordinating front office operations, records and document administration, medical supply inventory, field clinician supply distribution, communications, deliveries, and related departmental activities. The role requires a high degree of organization, accuracy, responsiveness, and individual accountability to ensure work is completed reliably, records and documentation are maintained appropriately, and operational needs are addressed within established procedures, controls, and timelines.
Reporting to Nursing Operations and working across Clinical Nursing Services, field clinicians, vendors, and other internal partners, the Administrative Office Coordinator maintains the administrative infrastructure necessary for efficient operations, regulatory and accreditation readiness, and continuity of service. The position is accountable for the accuracy, completeness, and accessibility of assigned records and tracking activities; maintaining visibility to inventory and supply needs; identifying discrepancies, documentation gaps, or service issues; ensuring timely follow-through resolution; and escalating matters requiring additional review, specialized judgment, or leadership direction.
Essential Functions and Duties
Front Office Operations & Reception:
- Maintain required physical office presence during established business hours in accordance with departmental operating needs.
- Receive and appropriately direct visitors, vendors, deliveries, and other individuals arriving at the RNI office.
- Answer incoming telephone calls, respond to routine inquiries, and route matters to the appropriate individual or department.
- Monitor office voicemail, accurately document messages, and ensure timely communication to the appropriate recipient.
- Maintain a professional, organized, responsive, and service-oriented office environment for employees, clinicians, visitors, vendors, and business partners.
Mail, Shipping & Delivery Administration:
- Receive, sort, and distribute incoming mail, packages, documents, and deliveries accurately and promptly.
- Prepare and process outgoing mail, packages, and departmental shipments in accordance with established procedures.
- Route time-sensitive, confidential, or priority correspondence to the appropriate recipient.
- Maintain applicable mailing, shipping, tracking, and delivery documentation.
- Investigate delayed, incomplete, damaged, or misdirected deliveries and escalate unresolved issues as appropriate.
Records & File Management:
- Scan, upload, organize, and maintain administrative records within designated departmental systems and file locations.
- Maintain electronic and physical filing systems in accordance with established organizational and departmental standards.
- Review records for completeness, legibility, accuracy, and appropriate classification before final filing.
- Ensure departmental records remain current, orderly, and readily accessible to authorized users.
- Maintain reliable records supporting routine departmental operations and administrative activities.
Document Control & Retention:
- Administer document retention and records-management activities in accordance with established requirements.
- Maintain current versions of administrative forms, packets, templates, and supporting documentation.
- Organize regulatory, operational, and departmental records subject to established retention requirements.
- Prepare and assemble reports, packets, files, and supporting materials for departmental use.
- Identify missing, incomplete, duplicate, outdated, or inconsistently maintained records and complete appropriate follow-up or correction.
Clinical & Medical Supply Inventory Management:
- Maintain an accurate and organized inventory of office-based clinical and medical supplies.
- Monitor inventory levels against established stocking expectations and operational demand to identify replenishment needs.
- Maintain current inventory logs, usage records, and supporting documentation.
- Conduct periodic physical inventory counts and compare results against recorded inventory balances.
- Monitor supply utilization and distribution activity to maintain accurate inventory visibility and availability.
Inventory Reconciliation & Exception Control:
- Reconcile physical inventory counts against tracking records and identify variances requiring investigation.
- Research inventory discrepancies using receiving, shipment, distribution, and inventory records.
- Identify and report shortages, low inventory levels, unexpected usage patterns, or other supply concerns.
- Document inventory discrepancies, investigative activity, follow-up actions, and resolution.
- Escalate significant shortages, recurring discrepancies, unresolved variances, or other inventory exceptions requiring additional review.
Supply Procurement & Replenishment:
- Process routine medical, clinical, and office supply replenishment in accordance with established procedures and authorization requirements.
- Prepare required information and documentation for supply orders and replenishment requests.
- Monitor pending orders and follow up on delayed, incomplete, or outstanding shipments.
- Facilitate routine replenishment activity with designated department representatives and approved vendors.
- Maintain accurate records supporting ordering, replenishment, and related follow-up activity.
Receiving & Shipment Verification:
- Receive clinical, medical, and office supply shipments and verify deliveries against packing slips, purchase information, and available shipment documentation.
- Confirm received items and quantities are consistent with applicable ordering and shipping records.
- Identify and document damaged, missing, incorrect, incomplete, or unexpected items.
- Resolve routine shipment discrepancies with the appropriate internal contact or vendor and escalate unresolved matters when necessary.
- Update inventory, receiving, and tracking records following verification and acceptance of delivered supplies.
Field Clinician Supply Fulfillment:
- Fulfill approved clinical and medical supply requests for field clinicians in accordance with established departmental processes.
- Prepare accurate supply packages and shipments based on documented clinician needs.
- Arrange delivery or shipment of supplies to field-based employees.
- Verify packages are complete, appropriately documented, and properly routed prior to distribution.
- Maintain timely fulfillment of routine clinician supply requirements to promote continuity of field operations.
Supply Distribution & Service Continuity:
- Maintain accurate records of supplies assigned, shipped, delivered, or otherwise distributed to field clinicians.
- Track outstanding supply requests and fulfillment activity through completion.
- Process replacement and emergency supply requests in accordance with established procedures.
- Communicate supply availability, shipment status, anticipated delivery, and outstanding requirements to clinicians as appropriate.
- Promptly identify and escalate unresolved supply issues that could affect clinician readiness or continuity of patient care.
Meeting & Business Administration:
- Arrange meeting logistics, including scheduling, room preparation, materials, and related administrative requirements.
- Prepare, organize, and distribute meeting materials and supporting documentation.
- Draft and prepare routine departmental communications and administrative correspondence.
- Produce spreadsheets, reports, presentations, and other business materials as assigned.
- Provide administrative coordination for departmental projects and recurring business activities.
Onboarding & Credentialing Backup Support:
- Provide backup administrative support for onboarding and credentialing activities as needed to maintain continuity of operations.
- Assist with collection, organization, and maintenance of required onboarding and credentialing documentation.
- Perform routine administrative follow-up regarding outstanding or incomplete documentation.
- Coordinate backup activities with the Onboarding & Credentialing Coordinator and other designated internal partners.
- Maintain applicable records and tracking information while providing backup coverage.
- Refer credentialing, compliance, eligibility, or policy determinations to the position or department responsible for those decisions.
Leadership Support & Department Coordination:
- Prepare presentations, reports, packets, and supporting documentation for RNI leadership.
- Compile requested information from established records, systems, files, and departmental resources.
- Coordinate follow-up associated with departmental assignments, priorities, and leadership requests.
- Advance designated departmental initiatives through organized documentation, tracking, coordination, and administrative follow-through.
- Maintain visibility to assigned administrative matters and communicate status, outstanding requirements, deadlines, and follow-up needs as appropriate.
Clinical Nursing Administration:
- Perform designated administrative activities supporting Clinical Nursing Services.
- Organize and maintain non-clinical documentation used in Clinical Nursing Services operations.
- Facilitate routine administrative requests involving Clinical Nursing Services team members.
- Prepare and organize materials required for departmental activities and operational needs.
- Route clinical decisions, patient-care questions, or matters requiring professional nursing judgment to the appropriate clinical professional.
Nursing Operations Administration:
- Perform designated administrative activities supporting Nursing Operations.
- Maintain departmental documentation, tracking information, and routine administrative workflows.
- Compile and organize information required for operational reviews, departmental activities, and follow-up.
- Facilitate routine administrative requests involving Nursing Operations team members.
- Maintain continuity of assigned administrative processes and recurring operational requirements.
Quality & Compliance Records Administration:
- Maintain and organize designated quality and compliance records.
- Prepare and organize documentation requested for compliance activities and authorized internal review.
- Maintain assigned records in accordance with established filing, access, confidentiality, and retention requirements.
- Identify missing or incomplete documentation and complete appropriate administrative follow-up.
- Refer compliance interpretation, clinical quality determinations, corrective action matters, and decisions requiring professional or managerial judgment to the responsible individual or function.
Regulatory & Accreditation Readiness:
- Maintain organized administrative documentation supporting regulatory and accreditation readiness.
- Assemble records and supporting materials requested for audits, surveys, accreditation activities, or internal reviews.
- Ensure assigned regulatory documentation remains current, orderly, and readily retrievable.
- Identify missing or incomplete records and complete routine documentation follow-up.
- Escalate questions involving regulatory interpretation, accreditation standards, or compliance requirements to the appropriate responsible individual.
Office Readiness & General Supplies:
- Maintain appropriate levels of general office supplies and routinely used administrative materials.
- Monitor supply levels and initiate replenishment activity in accordance with established procedures.
- Maintain orderly storage and accessibility of office materials and shared supplies.
- Monitor common office areas for administrative, supply, or operational needs requiring attention.
- Identify and communicate workplace or facility concerns to the appropriate internal contact.
Facilities & Vendor Administration:
- Facilitate routine facility-related needs affecting the RNI office.
- Submit and track service or maintenance requests with designated internal contacts or service providers.
- Coordinate approved vendor services associated with office and operational requirements.
- Maintain records related to office services, maintenance activity, and vendor interactions.
- Escalate facility, safety, service, maintenance, or vendor issues requiring leadership review or specialized intervention.
Workflow Coordination & Process Improvement:
- Maintain consistent execution of established administrative workflows and departmental procedures.
- Maintain forms, checklists, tracking tools, and other resources required for assigned processes.
- Identify recurring administrative inefficiencies, incomplete information, documentation gaps, and workflow delays.
- Communicate process issues and improvement opportunities to the appropriate team member or leader.
- Implement approved improvements to administrative processes, workflows, tracking mechanisms, and documentation practices.
Cross-Functional & Organizational Coordination:
- Participate in departmental meetings and organizational initiatives as requested.
- Contribute administrative coordination to special projects and departmental priorities consistent with the scope of the position.
- Work effectively with RNI leadership, field clinicians, internal departments, vendors, and other business partners to complete assigned responsibilities.
- Maintain timely communication regarding outstanding assignments, deadlines, issues, dependencies, and administrative requirements.
- Perform other related duties as assigned that are consistent with the general nature and level of the position.
General Responsibilities:
- Adheres specifically to all company policies and procedures, Federal and State regulations, and laws.
- Display dedication to position responsibilities and achieve assigned goals and objectives.
- Always represent the Company in a professional manner and appearance.
- Understand and internalize the Company’s purpose.
- Display loyalty to the Company and its organizational values.
- Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
- Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and respect the diversity of our work force in actions, words, and deeds.
- Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
- Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
- Other duties as assigned.
Education, Knowledge, Skills, and Experience
Required Education:
- High school diploma or equivalent.
Preferred Education:
- Associate degree or higher in Business Administration, Healthcare Administration, Office Administration, Supply Chain, or a related field.
- Relevant post-secondary coursework or professional training in business administration, records management, inventory coordination, healthcare administration, or office operations.
Required Knowledge:
- General office administration, administrative support practices, and day-to-day office operations.
- Records management, document organization, filing practices, and maintenance of orderly electronic and physical records.
- Fundamental inventory practices, including tracking, receiving, distribution, replenishment, and routine reconciliation.
- Appropriate handling, safeguarding, and organization of confidential or sensitive business information.
- Standard business communication, correspondence, and administrative documentation practices.
- Microsoft Office applications, including Outlook, Word, and Excel.
Preferred Knowledge:
- Healthcare administrative operations or comparable processes within a regulated business environment.
- Medical or clinical supply inventory, storage, distribution, and replenishment practices.
- Document retention requirements, regulatory documentation practices, and accreditation-readiness support.
- Inventory reconciliation, supply controls, and methods for identifying and documenting inventory variances.
- Healthcare onboarding, credentialing, quality, and compliance documentation processes.
- Shipping, receiving, package tracking, delivery coordination, and routine vendor interactions.
Required Experience:
- Two (2) years of administrative, office coordination, inventory support, records management, healthcare administration, or related operational support work.
- Demonstrated responsibility for multiple recurring administrative activities requiring organization, accuracy, documentation, and timely follow-through.
- Hands-on responsibility for maintaining records, tracking information, or coordinating routine business processes.
Preferred Experience:
- Healthcare, home infusion, specialty pharmacy, nursing services, medical office administration, or another regulated healthcare setting.
- Maintenance and coordination of medical, clinical, or other controlled supply inventories.
- Shipment coordination, receiving activities, inventory recordkeeping, or supply distribution to field-based employees.
- Administrative support for regulatory, accreditation, quality, credentialing, or compliance documentation.
- Independent coordination of front-office and administrative responsibilities within an office environment.
Required Skills:
- Strong organization and time management, with the capacity to coordinate multiple administrative activities, priorities, and deadlines.
- High degree of accuracy and attention to detail in maintaining records, inventory information, documentation, and tracking tools.
- Consistent follow-through and personal accountability for assigned responsibilities from initiation through completion.
- Precise maintenance of complete, accurate, accessible, and well-organized electronic and physical records.
- Effective monitoring of inventory levels, identification of discrepancies, and completion of routine reconciliation and follow-up.
- Sound prioritization of work within established procedures, service expectations, and operational timelines.
- Professional and effective communication with employees, field clinicians, leadership, visitors, vendors, and internal business partners.
- Clear and effective written and verbal communication.
- Appropriate discretion and judgment when handling confidential and sensitive information.
- Proficiency in preparing routine correspondence, spreadsheets, reports, presentations, and other business documentation.
- Effective use of standard office equipment, with the aptitude to learn departmental systems and applications required for the position.
- Timely identification of incomplete information, routine processing issues, supply concerns, and matters requiring escalation.
- Independent execution of assigned responsibilities within established procedures, with appropriate judgment in seeking direction when matters fall outside defined processes or authority.
- Effective collaboration and coordination within a cross-functional work environment.
Preferred Skills:
- Intermediate proficiency in Microsoft Excel, including development and maintenance of tracking logs, inventory records, and organized data sets.
- Strong inventory-control and reconciliation capability, including identification and follow-up of variances.
- Precise and consistent organization of high volumes of electronic and physical records.
- Effective coordination of multiple shipments, supply requests, and administrative priorities simultaneously.
- Strong customer-service orientation and interpersonal effectiveness within an office and business-support environment.
- Recognition of workflow inefficiencies and development of practical administrative improvement recommendations within established procedures.
- Adaptability to changing operational priorities, departmental needs, systems, processes, and workflows.
Required Professional Certification or Licensure:
Preferred Professional Certification or Licensure:
Physical requirements
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for prolonged periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. Must have the ability to lift and maneuver items of at least 20 lbs. Must have the ability to travel occasionally. Working condition include normal office setting.
Mental Demands
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports
No
EEO Statement
FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.
Acknowledgement
The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.
The undersigned employee acknowledges receipt of the Job Description for the employee’s position and understands the essential functions, responsibilities, and qualifications of the position. Furthermore, the employee acknowledges that this Job Description does not include all the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.
