Front Desk and Event Coordinator
Job Overview
Employment Type
Full-time
Compensation
Hourly
Exact $20.00
Work Schedule
Standard Hours
Benefits
competitive salary
Paid Time Off
Health Insurance
Job Description
Our organization is a professional medical education and coordination facility located in Doral, FL, dedicated to providing exceptional educational programs and administrative support within the healthcare sector. We specialize in hosting and facilitating medical education courses, meetings, and corporate events that connect physicians, faculty, and corporate clients to foster knowledge sharing and professional growth. As a cornerstone in our community, we prioritize outstanding service, seamless event coordination, and efficient daily operations to ensure a premium experience for all visitors and stakeholders. Our facility is committed to maintaining high standards of professionalism, organization, and hospitality, which are vital in supporting the educational needs of healthcare professionals and corporate clients alike.
We are currently seeking a proactive and highly organized Front Desk Administrative Assistant / Meeting Coordinator to be the welcoming face and administrative backbone of our organization. This role is pivotal in managing front desk and reception duties, providing superior customer service to visitors and clients, and ensuring the smooth coordination of educational events and daily office functions. The ideal candidate for this full-time, on-site position in Doral, FL, will thrive in a dynamic and fast-paced environment, possess exceptional interpersonal skills, and demonstrate a strong aptitude for multitasking and problem-solving.
As the Front Desk Administrative Assistant / Meeting Coordinator, you will greet and assist visitors, physicians, faculty, and corporate clients with warmth and professionalism. Your responsibilities will extend to managing phone inquiries, overseeing mail and delivery services, and maintaining a clean, organized reception area that reflects the organization’s commitment to excellence. Beyond the reception area, you will provide crucial administrative support including scheduling meetings, managing office supplies, and assisting with document management.
A core component of this role involves coordinating medical education courses and corporate meetings. You will prepare necessary materials such as attendee badges and sign-in sheets, coordinate catering and audiovisual arrangements, and communicate effectively with faculty, vendors, and attendees. Your event coordination skills will ensure that meeting rooms and training labs are properly prepared, contributing to the success of every educational program and event.
Additionally, you will take charge of certificate management by preparing and distributing certificates of attendance to program participants, maintaining accurate attendance records, and ensuring timely certificate delivery. Your involvement in daily operations will include supporting the coordination of facility activities, managing calendar schedules, assisting with vendor coordination, and providing additional administrative support as requested by management.
This role offers a competitive wage of $20 per hour along with excellent benefits including paid time off and a market-leading health insurance plan (Blue Cross). If you are a detail-oriented professional with a passion for customer service and event coordination, and you meet the employment eligibility criteria (US citizenship or Green Card holder), we encourage you to apply and become a valued member of our dynamic team.
We are currently seeking a proactive and highly organized Front Desk Administrative Assistant / Meeting Coordinator to be the welcoming face and administrative backbone of our organization. This role is pivotal in managing front desk and reception duties, providing superior customer service to visitors and clients, and ensuring the smooth coordination of educational events and daily office functions. The ideal candidate for this full-time, on-site position in Doral, FL, will thrive in a dynamic and fast-paced environment, possess exceptional interpersonal skills, and demonstrate a strong aptitude for multitasking and problem-solving.
As the Front Desk Administrative Assistant / Meeting Coordinator, you will greet and assist visitors, physicians, faculty, and corporate clients with warmth and professionalism. Your responsibilities will extend to managing phone inquiries, overseeing mail and delivery services, and maintaining a clean, organized reception area that reflects the organization’s commitment to excellence. Beyond the reception area, you will provide crucial administrative support including scheduling meetings, managing office supplies, and assisting with document management.
A core component of this role involves coordinating medical education courses and corporate meetings. You will prepare necessary materials such as attendee badges and sign-in sheets, coordinate catering and audiovisual arrangements, and communicate effectively with faculty, vendors, and attendees. Your event coordination skills will ensure that meeting rooms and training labs are properly prepared, contributing to the success of every educational program and event.
Additionally, you will take charge of certificate management by preparing and distributing certificates of attendance to program participants, maintaining accurate attendance records, and ensuring timely certificate delivery. Your involvement in daily operations will include supporting the coordination of facility activities, managing calendar schedules, assisting with vendor coordination, and providing additional administrative support as requested by management.
This role offers a competitive wage of $20 per hour along with excellent benefits including paid time off and a market-leading health insurance plan (Blue Cross). If you are a detail-oriented professional with a passion for customer service and event coordination, and you meet the employment eligibility criteria (US citizenship or Green Card holder), we encourage you to apply and become a valued member of our dynamic team.
Job Requirements
- US citizen or green card holder
- Minimum of 2 years experience in administrative, receptionist, hospitality, or meeting coordination roles
- Preferred associate's or bachelor's degree
- Proficiency in Microsoft Office Suite
- Excellent verbal and written communication skills
- Strong organizational skills
- Ability to work independently and collaboratively
- Professional appearance and customer-focused attitude
Job Qualifications
- Associate's or bachelor's degree preferred
- Minimum of 2 years experience in administrative, receptionist, hospitality, or meeting coordination roles
- Excellent verbal and written communication skills
- Strong organizational and multitasking abilities
- Professional appearance and a customer-focused attitude
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Ability to work independently and collaboratively as part of a team
- Experience in meeting or event coordination highly preferred
- Bilingual Spanish is a plus
- US citizen or Green Card holder only
Job Duties
- Greet and assist visitors, physicians, faculty, and corporate clients in a warm and professional manner
- Professionally manage incoming phone calls and direct them as appropriate
- Oversee incoming and outgoing mail, deliveries, and courier services
- Ensure the reception area is clean, organized, and professional at all times
- Deliver outstanding customer service to all guests and clients
- Schedule meetings and maintain updated folders and estimates
- Manage office supplies and place orders as necessary
- Assist with filing, document management, and record-keeping tasks
- Provide support for various administrative projects as directed by management
- Aid in the coordination of medical education courses, meetings, and corporate events
- Prepare attendee badges, sign-in sheets, and course materials
- Coordinate catering, room setups, audiovisual requirements, and meeting logistics
- Communicate effectively with faculty, vendors, and attendees pre- and post-event
- Facilitate event registration and participant check-in
- Ensure meeting rooms and training laboratories are adequately prepared
- Prepare and distribute certificates of attendance after each educational program
- Maintain accurate attendance records for all courses and meetings
- Ensure the prompt and accurate completion and distribution of certificates
- Support coordination of daily activities within the facility
- Assist with scheduling and calendar management
- Help coordinate vendor visits and service appointments
- Maintain office organization and assist various departments as needed
- Perform additional administrative duties as assigned by management
Job Criteria
Experience
No experience required
Job Location
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