Administrative Office Coordinator 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 DutiesFront 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.
