Front Desk Coordinator

Job Description

Job Description

We are looking for a Front Desk Coordinator to support daily office operations and deliver a welcoming, organized experience for every client. This contract-to-permanent position is ideal for someone who enjoys balancing customer interaction with administrative and scheduling responsibilities in a healthcare setting. The person in this role will serve as a key point of contact for visitors and callers while helping maintain accurate records, efficient appointment flow, and strong client follow-up.

Responsibilities:
• Welcome clients upon arrival, provide guidance during check-in, and create an organized front office experience.
• Manage incoming calls, respond to general questions, and connect clients with the appropriate services or team members.
• Coordinate appointment scheduling through both inbound and outbound communication, including reminder and confirmation calls.
• Prepare, organize, and maintain client documentation, charts, intake forms, insurance details, and referral records with accuracy.
• Process payments and enter financial transactions such as charges, returns, exchanges, and daily transaction activity into the appropriate system.
• Support insurance-related tasks by submitting required information, verifying benefits, and following up on authorizations with carriers or agencies.
• Monitor office and retail supply levels, help maintain inventory, and keep shared client areas clean, stocked, and presentable.
• Assist with basic product support duties permitted by state guidelines, including simple device checks, cleaning, and minor troubleshooting.
• Contribute to client retention and outreach efforts through follow-up calls, promotional support, and preparation of marketing materials as needed.
• Maintain confidentiality, follow safety and infection control practices, and assist with general filing and other administrative duties as assigned.• High school diploma required; an associate degree in administration, accounting, sales, or a related client-focused field is preferred.
• Previous experience in front desk support, reception, customer service, or administrative coordination is strongly preferred.
• Strong communication skills with the ability to interact respectfully with clients, coworkers, vendors, and insurance representatives.
• Proven ability to manage multiple priorities, stay organized, and remain effective in a fast-paced environment with frequent interruptions.
• Detail-oriented approach to recordkeeping, scheduling, payment handling, and general office administration.
• Comfortable using multi-line phone systems and performing a high volume of inbound and outbound call activity.
• Ability to stand and walk throughout the day, sit for extended periods when needed, and occasionally lift up to 20 pounds.
• Willingness to travel outside the state for development opportunities if required by the practice.