Office Coordinator - Environmental Services

Office Coordinator

The Office Coordinator is responsible for overseeing the clerical functions for the department and providing operational support to the department operations manager relative to the department's overall operation. Responsibilities include running/dispatching beds from the bed board, assisting with payroll processing, miscellaneous general office duties and ensuring a high degree of customer satisfaction.

Qualifications

Education

• High school diploma or equivalent preferred.

Licensure/Certification/Registry

• None required.

Experience

• Five (5) years of clerical experience preferred.
• Medical terminology, medical office, or healthcare experience preferred.
• Prior experience using Microsoft Word and Excel.

Knowledge, Skills, and Abilities

• Strong oral and written communication skills.
• Strong organizational and process management skills.
• Strong interpersonal skills with the ability to manage conflict effectively.
• Excellent customer service skills.

Responsibilities

• Collaborates with EVS leadership to manage bed board throughput by dispatching patient rooms to EVS frontline colleagues for timely turnover.
• Works closely with the Patient Placement Office to ensure efficient and timely bed turnover.
• Develops and maintains a strong understanding of bed priorities based on patient medical needs.
• Attends the daily afternoon bed control meeting via Microsoft Teams.
• Communicates bed turnover priorities and locations to EVS leadership.
• Provides direction to frontline EVS colleagues regarding discharge and transfer cleaning assignments.
• Assists the Office Manager with general administrative duties, including maintaining seniority lists, assisting with payroll, and filing.
• Answers phones courteously, takes accurate messages, monitors incoming calls to the EVS office, and dispatches service requests to EVS leadership on duty.
• Interacts with hospital personnel, patients, and visitors in a professional manner that supports patient care and fosters positive working relationships.
• Demonstrates flexibility, strong organization, and the ability to function effectively in high-stress situations.
• Maintains a professional demeanor with patients, visitors, and fellow employees.
• Maintains daily (Monday–Friday) records of discharged bed turnaround times during working hours, phone logs of incoming calls and requests, and employee call-off logs.
• Assists with preparation for and ongoing compliance with healthcare regulatory requirements (IDPH, TJC, CMS).
• Demonstrates excellent customer service skills with an understanding of the importance of first impressions.
• Exercises sound judgment in service recovery and in responding to concerns or complaints.
• Consistently supports and implements departmental patient experience action plans.
• Participates in continuing education and maintains knowledge of current and emerging office systems and technology.
• Performs other related duties as assigned.