Front Office Administrative Assistant

Job Details


We are seeking a professional, organized, and customer-focused Front Office Administrative Assistant to serve as the first point of contact for clients and visitors. This individual will play a key role in creating a welcoming environment while providing administrative support to ensure the office operates efficiently. The ideal candidate is detail-oriented, proficient with technology, and able to maintain professionalism and composure when interacting with individuals in challenging or high-stress situations.

Work Environment

This position is primarily office-based and requires prolonged periods of sitting, frequent computer use, and regular interaction with clients, visitors, and staff. Must be comfortable working in a workplace environment that includes the presence of a therapy dog. The role requires the ability to multitask while maintaining a positive, professional demeanor in a fast-paced environment.

Key Responsibilities

• Welcome clients and visitors, providing exceptional customer service from check-in through check-out.
• Manage client check-in and check-out processes accurately and efficiently.
• Answer and direct incoming phone calls in a professional and courteous manner.
• Schedule appointments and maintain accurate client records within the Electronic Medical Records (EMR) system.
• Enter, update, and verify information while maintaining confidentiality and data accuracy.
• Build positive, professional relationships with clients, visitors, and team members.
• Assist clients by answering questions and directing them to appropriate resources.
• Handle interactions with calmness, professionalism, and empathy, including situations involving upset or volatile individuals.
• Maintain the appearance and organization of the front office, reception area, and common spaces to ensure a clean, welcoming environment.
• Perform general administrative duties, including filing, scanning, copying, data entry, and document management.
• Utilize Microsoft Excel and other Microsoft Office applications to maintain reports, spreadsheets, and office documentation.
• Support office operations by ordering supplies and assisting with additional administrative tasks as assigned.

Qualifications

• High school diploma required; additional administrative or medical office training is a plus.
• Previous experience in a front office, administrative, reception, or customer service role preferred.
• Experience using an Electronic Medical Records (EMR) system is preferred.
• Proficient with Microsoft Office, particularly Excel, Outlook, and Word.
• Strong computer and data entry skills with attention to detail.
• Excellent verbal and written communication skills.
• Ability to build rapport and maintain positive relationships with clients and coworkers.
• Demonstrated ability to remain calm, professional, and solution-oriented when working with individuals experiencing emotional or stressful situations.
• Strong organizational skills with the ability to prioritize multiple responsibilities in a fast-paced environment.

Preferred Skills

• Customer-focused mindset with excellent interpersonal skills.
• Strong problem-solving and conflict-resolution abilities.
• Dependable, adaptable, and able to work independently as well as part of a team.
• High level of professionalism, discretion, and confidentiality.
• Commitment to maintaining a welcoming, organized, and professional office environment.