Receptionist/office Admin

Job Description

Job Description

Job Title: Receptionist / Co-Office Manager
Job Description

The Receptionist / Co-Office Manager serves as the first point of contact for patients and visitors, creating a professional and welcoming experience from the moment they arrive or reach out by phone, email, or text. This full-time role combines front desk reception, patient scheduling, records management, and general office administration, while also supporting and helping lead a new peptide program. Working closely with the current office manager, this individual plays a key role in the smooth operation and growth of a dynamic, patient-focused medical practice.

Responsibilities

• Greet patients, visitors, and vendors warmly upon arrival and ensure a professional, welcoming environment at all times.
• Serve as the primary point of contact for patients through face-to-face interactions, phone calls, emails, and text messages.
• Answer incoming calls promptly, route inquiries appropriately, and provide accurate information about services, appointments, and costs.
• Schedule and manage patient appointments, organize the practice calendar, and coordinate meetings to optimize provider and office availability.
• Process patient arrivals, including confirming personal details, ensuring the accuracy and completion of consent forms, and obtaining insurance information as needed.
• Enter and submit patient data to the laboratory for orders, ensuring accuracy and timely processing.
• Maintain and update patient contact information in marketing and communication software to support email campaigns and newsletters.
• Finalize patient visits by confirming payments, closing out daily charges, and scheduling follow-up appointments.
• Respond promptly and professionally to all methods of patient communication, including text messages, emails, and phone calls.
• Provide administrative support to the current office manager in all aspects of practice administration and office management.
• Assist in leading and supporting the new peptide program, including patient communication and front-desk coordination related to the program.
• Communicate with discretion and maintain strict confidentiality of patient information in accordance with HIPAA regulations.
• Deliver excellent customer service and ensure that every patient feels valued, supported, and well-informed.
• Remain knowledgeable about services and pricing, and accurately communicate costs, treatment options, and programs to patients.
• Support front desk product and service sales post-treatment, helping to drive revenue through informed and friendly recommendations.
• Use Microsoft Office and other administrative tools to prepare documents, manage records, and support daily office operations.
• Work both independently and collaboratively as part of a small clinical and administrative team, contributing to a positive and efficient work environment.
• Continuously learn new systems, technologies, and processes to improve efficiency and enhance the patient experience.

• High school diploma or equivalent is required; an associate or bachelor’s degree is preferred.
• 2–3 years of previous experience in a medical, aesthetics, personal care, or similar office setting is preferred, particularly in office management or front desk roles.
• Demonstrated experience in administrative support, front desk operations, and office administration.
• Experience in a healthcare-related environment, with familiarity in medical or clinical office workflows.
• Proficiency in patient scheduling and calendar management for a busy practice.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills for interacting with patients, visitors, and colleagues.
• Ability to follow HIPAA regulations and maintain strict patient confidentiality.
• Customer service mindset with a pleasant demeanor and a genuine interest in being of service to others.
• Ability to work independently and as part of a team, with a strong interest in learning and professional growth.
• Strong technology skills and the ability to quickly learn new software programs and tools.
• Comfort with Microsoft Office and general clerical and administrative tasks.
• Capability to remain composed, professional, and “put together” while acting as the face of the practice.

• Associate or bachelor’s degree in a related field is preferred and considered an asset.
• Prior experience in aesthetics, anti-aging, regenerative medicine, or personal care environments is helpful.
• Some sales experience, particularly in front desk or post-treatment product and service sales, is beneficial.
• Experience using marketing or patient communication software for email campaigns and newsletters is advantageous.
• Interest in anti-aging, regenerative medicine, and wellness-focused care, including therapies such as bioidentical hormone replacement, supplements, IVs, lifestyle modification, and nutritional therapy.
• Enthusiasm for learning new clinical and administrative processes, including participation in a growing peptide program.
• Ability to build trusting relationships with leadership and act as a reliable partner in supporting the growth of the practice.
• Strong time-management skills and the ability to handle multiple tasks and patient interactions in a fast-paced environment.

The practice focuses on anti-aging and regenerative medicine, offering specialized testing to uncover root causes of illness and designing personalized treatment plans. Patients receive alternative therapies such as bioidentical hormone replacement, supplements, IV treatments, lifestyle modifications, and nutritional therapy, all aimed at helping them feel better, sleep better, and live longer. The office is a brand-new, modern, and very pleasant environment, with two nurses working in the back, an IV room, and a clinician providing patient care. The role is full-time, with hours typically between 8:00 or 9:00 a.m. and 5:00 p.m., with some flexibility on start and end times as long as a full 40-hour workweek is maintained. The position is temp-to-hire, offering the opportunity to grow into a long-term role, and includes standard observance of six holidays. The dress code consists of black scrubs, reflecting a professional clinical setting. The culture values welcoming, customer service–focused individuals who present themselves professionally and take pride in being the first person patients see when they walk through the door. There may be future bonus incentives tied to product sales at the front desk, providing additional earning potential for those who excel in patient engagement and service.

Job Type & Location

This is a Contract to Hire position based out of Newport Beach, CA.

The pay range for this position is $25.00 - $30.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Newport Beach,CA.

This position is anticipated to close on Jul 17, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.