We are seeking a professional, friendly, and highly organized Receptionist to serve as the first point of contact at our busy health insurance company. The ideal candidate will be able to manage a variety of administrative tasks in a fast-paced office environment while providing excellent customer service to clients and visitors. As the face of the company, the Receptionist will play a vital role in ensuring smooth day-to-day operations and maintaining a welcoming atmosphere for both clients and employees.
Key Responsibilities:
Front Desk Operations:
- Greet clients, visitors, and employees warmly and professionally upon arrival.
- Direct visitors to the appropriate individuals and ensure they are promptly assisted.
- Maintain a clean, organized, and welcoming reception area.
Phone and Email Management:
- Answer incoming calls promptly, determine the purpose of calls, and direct calls to the appropriate person or department.
- Respond to general inquiries via phone or email regarding company services, health insurance plans, or office hours.
- Take and relay messages, ensuring timely follow-up when necessary.
Scheduling and Appointments:
- Schedule, confirm, and coordinate appointments for clients, visitors, and staff.
- Maintain calendars for various agents ensuring no scheduling conflicts.
- Remind clients of their appointments and assist with rescheduling when needed.
Administrative Support:
- Perform general clerical duties such as filing, photocopying, scanning, and faxing documents.
- Maintain office supplies inventory and assist in ordering necessary items.
Data Entry and Record-Keeping:
- Enter and update client information, appointment details, and other necessary records in the company’s CRM or database system.
- Assist with maintaining confidential and secure records related to client interactions and insurance documents.
Client Support:
- Provide clients with forms or documents they need, such as applications, enrollment forms, or insurance information.
- Help with the preparation and mailing of client-related documents or correspondence.
Billing and Payment Processing:
- Assist with processing payments, billing inquiries, and coordinating with the accounting department to ensure accurate invoicing.
Office Coordination:
- Collaborate with the office manager or administrative team to ensure smooth operations in a busy office environment.
- Help maintain an organized filing system and ensure that documents are properly stored and accessible.
- Provide backup support to other administrative staff when needed, including coverage during lunch breaks or time off.
Customer Service:
- Offer assistance and answer questions for clients or team members as needed.
- Handle questions or concerns professionally and direct more complex issues to the appropriate department or supervisor.
Compliance and Confidentiality:
- Adhere to confidentiality standards and HIPAA guidelines when handling client information and records.
Qualifications:
Education:
- High school diploma or equivalent (required).
Experience:
- Proven experience as a receptionist, office assistant, or in a customer service role (preferred).
- Experience working in a healthcare, insurance, or similar customer-facing environment is a plus.
Skills:
- Excellent Communication: Strong verbal and written communication skills with the ability to interact with clients, staff, and visitors professionally and courteously.
- Multitasking: Ability to handle multiple tasks and prioritize effectively in a busy office setting.
- Organization: Strong organizational skills and attention to detail, ensuring accuracy in all tasks, such as scheduling, data entry, and filing.
- Customer Service Orientation: A helpful, friendly demeanor with a customer-first approach, handling client inquiries and concerns efficiently.
- Tech-Savvy: Proficiency in Microsoft Office (Word, Excel, Outlook) and ability to learn new software programs quickly (e.g., company’s CRM or scheduling tools).
- Time Management: Capable of managing time effectively to meet deadlines and ensure the smooth running of daily office tasks.
- Problem-Solving: Ability to think critically and handle inquiries, concerns, or minor issues independently before escalating when necessary.
Other Requirements:
- Strong attention to detail, especially when handling sensitive or confidential client information.
- Ability to work independently and as part of a team.
- Must maintain a professional appearance and attitude at all times.
Job Type: Full-time
Pay: From $15.00 per hour
Work Location: In person
