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Receptionist/Office Coordinator in Pleasanton, CA at TeamHealth

Date Posted: 12/1/2018

Job Snapshot

Job Description


This position is responsible for providing administrative support to leadership and staff and acts as the first point of contact for the office.


  • Assists with maintenance of calendars, coordination of appointments, meetings and conference calls for senior leaders and providers as needed.
  • Greets all office visitors and direct visitors to correct person or meeting room
    • Determine needs; Offer refreshments
  • Provide front desk coverage.
    • Answer the office main line, directs callers to the appropriate staff member and transfer a caller to the staff members’ voicemail box when they are unavailable.
    • Answer and address incoming phone calls in timely and polite manner
    • Deal with purpose of the call; Address any queries; Forward or take messages where appropriate
  • Manage incoming mail sorting and distributing as appropriate; Prepare outgoing mail for pickup; Organize courier delivery (Staples, UPS)
  • Security: Issue visitor access key code and request/delete access codes to employees upon hire/termination
  • Maintain cleanliness of all common areas (Reception/Kitchen/Copy Room etc.)
  • Monitor equipment and report any malfunctions
  • Inventories and orders supplies for the office (General office, kitchen, and employee requests)
  • Administrative support assigned individuals
    • Print, copy, distribute and fax documents
    • File documents and contracts
    • Schedule and follow up on appointments
    • Prepare and process expense reports for assigned individuals
    • Yearly Christmas card distribution for assigned individuals
    • Monthly CA completion of EDD report and distribution
  • Organize Meetings
    • Publish calendar of site events
    • Setup and support large conference room meetings
    • Assist with tele-conference connectivity
    • Follow-up and validate staff participation
    • Order and pickup bagels/donuts for weekly staff appreciation
  • Check for faxes throughout the day and distributes or follow-up as necessary.
  • Assists with data entry into TeamHealth Clients for Life, Goals Management System, Facility Medical Director Daily log, and other programs as directed.
  • Prepares meeting rooms for recurring meetings to include room set up, coordination of supplies, ensuring appropriate technical support, and ordering of food/beverage as indicated.
  • Distributes TeamHealth information to Physicians and Advanced Practice Clinicians as directed.
  • Coordinates with TeamHealth Corporate Travel office for travel arrangements and accommodations.
  • Assists with expense reimbursement process.
  • Orders Business Cards.
  • Tracks of all New Hire Welcome gift bags and sends them to all new employees with a welcome letter.
  • Updates Address/Phone/Fax lists as needed.
  • Completes other tasks as assigned.


Job Requirements


  • High School diploma, prefer some college education and a minimum of 3 years’ administrative experience
  • Excellent organizational skills
  • Ability to handle multiple tasks with proficiency and accuracy
  • Types at least 50 words per minute
  • Excellent interpersonal skills
  • Excellent communication skills (verbal and written)
  • Good computer skills/previous word processing experience.
  • Must be proficient in Microsoft Word, Excel, Power Point, and Visio
  • Professional telephone voice and appearance
  • Ability to adapt to a variety of new situations and change


  • Job performed in a well-lighted, modern office setting;
  • Occasional standing/bending;
  • Occasional lifting/carrying (25 lbs or less);
  • Moderate stress;
  • Prolonged sitting;
  • Prolonged work on a PC/Computer;
  • Careful, precise, and organized work habits.


Cooperative, positive, courteous and professional behavior and conduct is an essential function of every position. All employees must be able to work with others beyond giving and receiving instructions. This includes getting along with co-workers, peers and management without exhibiting behavior extremes. Job functions may require personal leadership skills such as conflict resolution, negotiating, instructing, persuading, speaking with others as well as responding appropriately to job performance feedback from the supervisor. Additionally, the information contained in this job description has been designated to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.