Front Desk Coordinator - Management Advancement

Job Description

Job Description

Front Desk Coordinator — Management Advancement Opportunity

Novum Medical & Sports Massage | Tucson, Arizona

Compensation: $17.00–$21.00/hour, based on experience and qualifications.
Schedule: Part-time | Approximately 18 hours/week
Bonus Opportunities: Performance-based
Employee Benefit: One complimentary massage per month
Advancement: Opportunity to advance into Assistant Clinic Manager and Clinic Manager positions

About Novum:

Novum Medical & Sports Massage is a growing clinical massage organization focused on medical massage, sports massage, pain management, injury recovery, mobility, and overall patient wellness.

As Novum continues to grow and expand, we are looking for exceptional people who want the opportunity to grow with the company . This position is designed for someone who can excel at the front desk today while developing the leadership, operational, and patient-service skills necessary for future management opportunities.

Position Overview:

The Front Desk Coordinator is an important part of the Novum patient experience and daily clinic operation.

You will be the first point of contact for many of our patients and will help ensure the clinic operates professionally, efficiently, and with exceptional attention to detail.

We are looking for someone who is warm, polished, organized, dependable, proactive, comfortable with technology, and an excellent communicator .

This is a hands-on position. Everyone at Novum contributes to maintaining a clean, professional and welcoming clinical environment.

Available Shifts:

Candidates may be considered for one of the following schedules:

Morning Shift — 8:30 AM–2:30 PM

• Monday, Tuesday & Wednesday.
• OR
• Thursday, Friday & Saturday.

Afternoon/Evening Shift — 2:30 PM–7:45 PM

• Monday, Tuesday & Wednesday.
• OR
• Thursday, Friday & Saturday.

Consistent availability for the selected three-day schedule is preferred.

Primary Responsibilities:

• Greet patients warmly and provide an exceptional front-desk experience.
• Answer incoming phone calls professionally and promptly.
• Schedule, reschedule and confirm appointments.
• Manage cancellations, waitlists and schedule openings.
• Respond to patient questions via phone, text, email and in person.
• Educate patients on Novum services, medical and sports massage options, memberships and available treatments.
• Assist new patients with registration, intake paperwork and clinic procedures.
• Maintain accurate patient information within Novum's scheduling/CRM systems.
• Communicate effectively with massage therapists, management and other team members.
• Help maximize therapist schedules by proactively filling cancellations and open appointment times.
• Collect payments and accurately complete front-desk transactions.
• Maintain patient privacy and follow HIPAA-related policies and procedures as applicable.
• Maintain a clean, organized and professional reception area.
• Assist with laundry, including washing, drying, folding and maintaining treatment-room linen inventory.
• Assist therapists with room turnover and clinic readiness when necessary.
• Monitor clinic supplies and notify management when inventory needs replenishment.
• Support opening and/or closing procedures based on assigned shift.
• Engage appropriately with Novum's social media content, including approved posting, sharing and community engagement as directed.
• Assist with promotions, patient education, events and provider-outreach initiatives.
• Encourage satisfied patients to leave reviews and participate in Novum's referral programs.
• Help resolve patient concerns professionally and escalate issues to management when appropriate.
• Complete additional administrative and operational responsibilities as assigned.

What We're Looking For:

The ideal candidate is someone who doesn't need to be constantly told what needs to happen next .

We value:

• Exceptional customer service.
• Excellent verbal and written communication.
• Professional appearance and demeanor.
• Reliability and punctuality.
• Strong organization and attention to detail.
• Ability to multitask in a busy clinical environment.
• Confidence answering phones and communicating with patients.
• Comfortable learning new technology and software.
• Problem-solving ability.
• Positive, team-oriented attitude.
• Initiative and accountability.
• Ability to maintain patient confidentiality.
• Interest in healthcare, wellness, medical massage or sports recovery.
• Desire to learn and advance professionally.

Previous experience in medical offices, chiropractic, physical therapy, massage therapy, wellness, hospitality, customer service, scheduling or front-desk operations is preferred but not necessarily required for an exceptional candidate.

Compensation & Benefits:

• $17–$21/hour , based upon experience and qualifications.

Employees may also be eligible for:

• Performance-based bonus opportunities.
• One complimentary massage per month.
• Employee education and training.
• Opportunities for increased responsibility and compensation.
• Management advancement opportunities as Novum grows.

Management Advancement Track:

This is one of the most important parts of the position.

Novum is building for growth, and we want to develop future leaders from within the organization whenever possible .

A high-performing Front Desk Coordinator may be considered for advancement along the following path:

Front Desk Coordinator → Lead Front Desk → Assistant Clinic Manager → Clinic Manager

Advancement will be based on demonstrated performance, reliability, leadership ability, communication, patient experience, operational knowledge and the needs of the company.

As Novum expands into additional locations, team members who demonstrate strong leadership and consistently embody Novum's standards may have opportunities to participate in the opening and management of future clinics.

What Success Looks Like at Novum:

A successful Front Desk Coordinator doesn't simply “work the desk.”

They know the patients. They understand the schedule. They notice openings before they become lost revenue. They communicate with therapists. They keep the clinic organized. They help solve problems. They protect the patient experience. And they take pride in helping the entire clinic perform at a high level.

If you're looking for a position where you can learn, contribute, take ownership and potentially grow into management, we'd love to meet you.

Novum Medical & Sports Massage
Clinical care. Exceptional service. A higher standard of massage therapy.