Office & Operations Coordinator

Daily / Ongoing TasksMonitor and respond to emails and texts (AM & PM); send daily update to Owner.Ensure office cleanliness and organization at opening, throughout the day, and at closing.Confirm all daily staff responsibilities are complete; secure office at closing (doors locked, alarm set).Stock and organize merchandise, supplements, and products.Provide front desk support as needed (phones, appointments, forms, check-in, invoicing, general questions).Address equipment, retail, and consumable issues (warranties, replacements, incidents).Open and distribute mail.Communicate operational updates to Staff Manager.Assist with IT, phone, music, and internet issues.Weekly TasksInventory management: update supply sheets, place orders (supplies, retail, consumables) every Monday or as needed.Maintain and update EMR (schedules, pricing, services, packages, staff profiles).Ensure retail items are updated in the Practice Management System.Manage memberships and related promos.Provide deposit and credit card receipts to CFO.Review and respond to charitable donation requests.Monthly TasksVerify use of rebates, coupons, and codes.Review and ensure membership payments are processed.Set up monthly promotional texts and phone messages.Conduct financial audits; review findings with Owner, Manager, and CFO.Review lab invoices and follow up on unpaid patient charges.Attend monthly staff meetings; assist with agenda.Update internal forms (brochures, protocols, price/order sheets).Edit marketing materials and newsletters.Notify the website team of staff or content changes.Quarterly TasksHelp prepare for and attend quarterly staff meetings.Plan and coordinate internal/external events: block provider schedules, coordinate with vendors, prepare promotional content.Assist virtual assistants with spreadsheets and accuracy checks.Ensure all online orders and repeat purchases are fulfilled within 48 business hours.Coordinate training materials and product/sample requests from vendors.Ensure OSHA compliance (e.g., fire extinguishers, ADA requirements).Annual TasksMaintain up-to-date licenses for staffEdit and update Employee Handbook and Service Menu.Assist with malpractice documentation and renewals.Request promotional samples and staff training materials from reps.Coordinate updates to pricing and appointment types with Owner.

Created: 2025-06-20