Front Office Administrative Assistant

Job Details


Our client is seeking a professional, organized, and customer-focused Front Office Administrative Assistant to serve as the first point of contact for clients and visitors. The Front Office Administrative Assistant will help create a welcoming and professional environment while providing administrative support to keep daily office operations running smoothly.


The ideal candidate is detail-oriented, comfortable using technology, and able to communicate professionally with a wide variety of people. This position requires someone who can remain calm, professional, and solution-oriented when assisting individuals who may be upset, stressed, or experiencing challenging situations.


Key Responsibilities

• Welcome clients and visitors and provide excellent 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 using an Electronic Medical Records (EMR) system.
• Enter, update, and verify information while maintaining confidentiality and accuracy.
• Answer client questions and direct individuals to the appropriate resources or staff members.
• Build positive and professional relationships with clients, visitors, and coworkers.
• Handle difficult or stressful interactions with patience, professionalism, and empathy.
• Maintain an organized, clean, and welcoming reception area and common spaces.
• Perform general administrative duties, including filing, scanning, copying, data entry, and document management.
• Use Microsoft Excel, Word, Outlook, and other Microsoft Office applications to maintain reports, spreadsheets, and documentation.
• Order office supplies and assist with general office operations as needed.
• Perform additional administrative duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous experience in a front office, administrative, receptionist, medical office, or customer service role preferred.
• Experience with an Electronic Medical Records (EMR) system preferred.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong computer and data entry skills with excellent attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to build rapport and maintain positive relationships with clients and coworkers.
• Ability to remain calm, professional, and solution-oriented when working with individuals in stressful or emotional situations.
• Strong organizational skills and the ability to prioritize multiple responsibilities in a fast-paced environment.
• Dependable, adaptable, and able to work independently and as part of a team.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

Work Environment


The Front Office Administrative Assistant position is primarily office-based and involves frequent interaction with clients, visitors, and staff. The position requires prolonged periods of sitting, regular computer use, and the ability to multitask in a busy environment. The successful candidate must be able to maintain a welcoming, professional demeanor while handling multiple responsibilities and customer interactions throughout the day.