Position Summary
We are seeking a dependable, organized, and service-oriented Senior Front Desk & Operations Assistant to support the daily front desk, administrative, and operational functions of our clinic. This role serves as a key point of contact for patients, staff, and visitors, while also providing operational and administrative support to clinic leadership. This is a hands-on, hourly position with growth potential.
Key Responsibilities:
1. Front Desk & Client Services
- Manage front desk operations, including greeting patients, visitors, and walk-in clients professionally
- Answer and manage multi-line phone systems with courtesy and efficiency
- Provide customer support via phone, email, and in-person interactions, ensuring excellent service standards
- Schedule appointments accurately, manage calendars, and send reminders to staff and clients
- Process payments accurately and balance daily registers
- Maintain patient accounts and files with strong attention to detail
- Collect and verify patient information in compliance with office policies
2. Administrative & Office Support
- Perform data entry, filing, and document proofreading to maintain accurate records
- Assist with typing correspondence and managing documents using Google Workspace
- Support office management tasks including supply inventory, mail handling, and office organization
- Assist with project coordination and administrative follow-ups as assigned
- Maintain a professional appearance of the reception and front office areas
- Ensure adherence to office policies and procedures
3. Daily Operations & Workflow Support
- Assist with daily task coordination and operational follow-ups
- Support front desk workflows to ensure tasks are completed accurately and on time
- Assist with tracking insurance-related tasks and payment follow-ups under management guidance
- Ensure booking systems (e.g., Square) are accurate and up to date
- Support inventory awareness, light clinic duties, and basic office equipment maintenance
4. Team & HR Support (Operational Level)
- Support day-to-day staff accountability and workflow expectations under management guidance
- Participate in routine performance feedback related to front desk and administrative operations
- Assist in coaching conversations regarding workflow issues, attendance, and operational standards
- Help document performance-related observations and escalate concerns to the owner when appropriate
- Participate in employee check-ins or operational discussions as assigned
5. Executive & Personal Assistant Support (As Needed)
- Provide limited personal assistant support to clinic leadership as needed
- Assist with travel arrangements, scheduling, or special project coordination when assigned
Qualifications
- Prior experience in a medical, dental, or professional office front desk setting preferred
- Strong organizational, communication, and customer service skills
- Proficiency with scheduling systems, Google Workspace, and basic office software
- Ability to multitask and prioritize in a fast-paced environment
- Professional demeanor, reliability, and attention to detail
Job Types: Full-time, Part-time
Pay: $20.00 - $23.00 per hour
Benefits:
Work Location: In person
