Administrative Assistant/Receptionist

Pay: $24.00/hr. + OT eligibility + Retail Commissions

Title: Administrative Assistant/Receptionist

Client Location: Greenwich, CT

Client Industry: Healthcare

Reports to: Office Manager

Reason for Opening: New - Expansion of Business due to 3 internal promotions

Schedule: 40 hours per week -Mon/Fri 8am - 4pm, Tues/Thurs 9am-5pm, Wed 10am-6pm (potential rotating Saturday schedule with other staff)

*No agency or recruiter submissions - direct applicants only*

Reynolds & Rowella's HR Outsourcing Division is currently hiring for one of his preferred clients in Fairfield County. This is an excellent opportunity to be part of a successful, reputable, boutique dermatology and cosmetic practice, that provides a rewarding, team-oriented, luxurious working culture and long-term career growth for its staff. With offices in Greenwich, Stamford, and Fairfield, our client proudly provides a wide range of treatments for their patients: Botox & Wrinkle Reducers, Facial Balancing, Facials & Peels, Laser, Body, and Beauty Treatments, Precision Anti-Aging, and Medical Treatments. Our client has received several awards and recognitions; ExpertInjector: Named one of the world's top 3% of Injectors, National Consulting Dermatologist, Physician Trainer for Allergan Pharmaceuticals, Physician Trainer for Syneron-Candela, Galderma, Endo Aesthetics, Merz, and Cutera, Inc. They have been seen and recognized on Dr. Oz Show, Megyn Kelly Today, CBS News NY, Glamour, Women's Health, New Beauty, and Skincare Anarchy.

Our client offers its staff:

Healthy Work/Life Balance

Rewarding Working Culture and promotions/career growth

Paid Training

Employee Discounts and employee cosmetic treatments

Dermatology training program and continuing education stipend

Medical/Dental Insurance (Medical Insurance - Company covers 50%)

401(k) savings plan with company match

Competitive PTO Policy: 2 weeks' Vacation, 1 week Personal

$24 - $24 an hour

Summary of Position:

The Administrative Assistant/Receptionist will be the face of the Practice, providing a high level of customer services to patients by greeting clients, maintaining a relationship and accommodating their needs. The goal is to make each client of the practice and visitors feel comfortable and valued. The role will be in the office 5 days a week, during normal business hours. On average, the Practice would see anywhere from 30-50 patients per day. There will be 3 other administrative assistants on the team, and 4 medical assistants supporting you. In this role you must be able to commute and accommodate other locations at times, company events, coverage (Greenwich, Stamford, Fairfield).

Essential Functions:

Patient Experience/Reception -

Patient Greeting : Welcome/Greet all patients and visitors in person warmly in person or over the phone

Checking-In/Out : Manage full patient check in and out process efficiently

Inquiry Management : Answer questions, address complaints, provide accurate information to all visitors

Environment Maintenance : Ensure front fesk and waiting area remain tidy and professional throughout the day

Scheduling/Clinical Support -

Appointment Management : Schedule/Coordinate appointments based on client needs and provider availability

Patient Flow : Facilitate flow by notifying providers of arrivals, monitoring delays, and communication updates to both patients and staff

Follow-Up: Conduct proactive follow-up calls/emails to ensure client satisfaction and secure future bookings

Records/Documentations -

Health Records : Organize/Update patient histories using electronic software, forms, and interpersonal communication

Data Integrity : Maintain accuracy/integrity of all electronic recordkeeping and filing systems

Confidentiality : Protect patient privacy by securing all Protected Health Information (PHI) in compliance with regulations

Document Processing: Collect, scan, and distribute necessary forms/patient information

Administrative/Management Support -

Management Liaison: Act as primary liaison for management, assisting with various personal and professional tasks

Communications: Handle incoming phone calls, manage the office email, and route correspondence to appropriate parties

Office Logistics: Monitor inventory, place orders for office supplies, and accept/distribute deliveries

General Duties: Arrive punctually before the first client and perform other related duties as assigned

Desired Skills/Requirements :

Strong customer service experience and or (concierge care)

Strong communication and interpersonal skills

Highly organized and can easily multi-task, prioritize tasks

At least 2-5 years of administrative experience, ideally in a medical office setting

Must be able to commute to all locations at times (Company Meetings, Coverage)

Must be fully vaccinated and boosted (Covid) (original vaccination + 1 booster)

Knowledge of medical terminology is a plus, not required

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.