Front Desk Representative

Front Desk Administrator – Part‑Time P3 Athletic & Physical Therapy, located in Milpitas, CA, seeks a part‑time Front Desk Administrator to join our practice. We are dedicated to helping people live their happiest, healthiest lives. Who We Are Looking For Comfortable talking to strangers both in person and over the phone? A self‑starter? Organized and able to multitask while meeting deadlines? Able to communicate effectively with diverse backgrounds? Able to anticipate needs, speak up when things don’t work, and approach the job with a positive outlook? Flexible and open to change, and committed to learning? If you answer yes, you may be the person we need. You will work closely with our Physical Therapy and Front Desk staff. About P3 Athletic and Physical Therapy Established for 7 years, P3 is a boutique physical therapy and athletic performance office. Our mission is to provide the ultimate experience for all clients and everything they need to succeed. We prioritize client experience and impact. Learn more at We are in a period of growth and seek to continue to offer a spectacular customer experience that goes beyond typical healthcare facilities. No previous experience in this field is needed, but a background in a customer‑facing environment and a track record of converting inquiries to happy customers is desired. The Role Your primary goal is to grow the clinic’s revenue by booking new patients via phone or walk‑ins and keeping them as lifelong customers. You’ll provide an experience that patients are happy to pay for and share with others. You’ll manage the front desk and waiting room, greet patients, answer phones, convert inquiries into conversions, and ensure every patient feels welcomed. Responsibilities Deliver “wow” experiences: provide thoughtful reminders before first appointments, greet warmly, prepare preferred beverages, and use handwritten notes during meaningful events. Help achieve agreed NPS levels by building genuine relationships. Reduce no‑shows and drop‑offs: hold 15‑20 minute conversations with new patients over the phone, foster trust through in‑person communication, welcome gifts, and follow‑up calls. Handle price objections by communicating service value, and ensure patient satisfaction during and after appointments. Manage the front desk and coordinate patient care: organize schedules and paperwork, keep forms, charts, receipts and documents up to date, maintain efficiency and revenue. Document procedures in an always‑available library. Record client statuses in the database for communication and analytics. Raise invoices promptly and on time. Skills & Competencies Needed Detail‑Oriented and Fast‑Learner Does not let important details or projects slip through the cracks. Rapidly understands and absorbs new information. Empathetic, High Emotional IQ Preempts unstated needs and understands clients’ emotional states. Builds trust and confidence with clients who face pain or discouragement. Strong Communicator Shows genuine interest in people, building relationships beyond a surface interaction. Recalls names and faces, making patients feel remembered. Provides phone answers that increase likelihood of conversion. Organized and Able to Prioritize Tasks Manages individual client progress and coordinates with staff. Plans and organizes schedules and budgets efficiently. Switches between projects and tasks fluidly and sets priorities daily. Proactive and Reliable Acts independently and brings new ideas. Honors verbal and written agreements, even at personal cost. Shows tenacity and willingness to see tasks through. What We Will Do for You Ongoing training & support in customer service, front desk administration, and communication. Access to world‑class coaching tools for business and personal development. Supportive, friendly team and customers. Opportunity to grow in a culture that values personality‑based service. Experience Customer‑facing environment experience (preferred). Track record of turning inquiries into happy customers (preferred). Track record of prioritizing multiple projects and tasks with ease (required). Work Authorization United States (Required). Benefits Competitive compensation. Paid time off. Paid holidays. Yearly subscription to a mindfulness app. Use of P3 office for exercise/workout. Group retirement plan. How to Apply Visit Next Steps will be provided from there. #J-18808-Ljbffr P3 Physical Therapy