Front Desk Receptionist

ASTRA DENTAL EDUCATION LLC

Pasadena, CA Job Details Full-time $21 - $25 an hour 13 hours ago Benefits Paid time off Employee discount Flexible schedule Retirement plan Qualifications English CRM system proficiency Productivity software Full Job Description Front Desk Receptionist - ASTRA Test Prep ASTRA Test Prep is a hands-on bench-exam preparation program for internationally trained dentists working toward licensure in the United States. Our students are motivated professionals at an important point in their careers, and the first person they meet sets the tone for their whole experience. We are looking for a friendly, polished, and highly motivated Front Desk Receptionist to be the welcoming face and organized backbone of our office. What You Will Do Greet students, visitors, and guests warmly in person and on the phone, creating a professional and welcoming first impression Answer and route phone calls, emails, website inquiries, and messages promptly and courteously Manage course enrollments, class schedules, bench sessions, and appointments using scheduling software Maintain accurate student records, registrations, and attendance in our systems Coordinate calendars, confirm sessions, send reminders, and handle rescheduling Answer questions about our programs, schedules, and enrollment process, and pass leads to the right team member Process payments and invoices, and keep the front desk and reception area organized and presentable Support instructors and management with administrative tasks, supplies, and day-to-day office operations Required Qualifications Minimum of 3 years of front desk or receptionist experience with a reputable company (education, healthcare/dental, or professional services preferred) Fluent in English with excellent verbal and written communication skills Must be legally authorized to work in the United States (we are unable to sponsor visas for this role) Hands-on experience with scheduling or appointment software (e.g., Calendly, Acuity, Google Calendar, Dentrix, or similar) and comfort learning new systems quickly Proficient with Microsoft Office or Google Workspace, email, and basic CRM or database tools Friendly, positive, and professional demeanor with a genuine customer-service mindset Highly organized, detail-oriented, and able to multitask in a busy environment Reliable, punctual, and self-motivated, able to take initiative without constant supervision Nice to Have Experience in a dental office, healthcare setting, or educational institution Additional language skills (e.g., Hindi, Punjabi, Spanish, Arabic, or others) to help support our international student community Experience with social media, payment systems, or basic bookkeeping Who Thrives at ASTRA You take pride in getting the details right, you enjoy helping people, and you stay calm and cheerful when things get busy. You see the front desk as a career, not just a job, and you want to grow with a mission-driven, expanding organization. Hiring Process Submit your application and resume through Indeed Shortlisted candidates will be contacted for a virtual interview via Zoom Final selection and offer To help us identify motivated candidates, please include a short note with your application telling us why you are interested in ASTRA and which scheduling software you have used. ASTRA Test Prep is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay:

$21.00 - $25.00 per hour Expected hours: 30.0 - 40.0 per week

Benefits:

Employee discount Flexible schedule Paid time off Retirement plan People with a criminal record are encouraged to apply Application Question(s): Tell us about your most recent front desk/receptionist job: company name, city and state, your job title, start and end dates (month/year), and roughly how many clients, patients, or visitors you checked in or scheduled on a typical day. Which scheduling or appointment software have you used daily at work (e.g., Calendly, Acuity, Dentrix, Eaglesoft, Mindbody, Google Calendar)? Name the software, how long you used it, and describe one specific situation where you used it to solve a problem, such as a double-booking, a waitlist, or a last-minute cancellation. Please provide the names, job titles, and company names of two supervisors from your previous front desk roles who could serve as professional references. (Phone and email can be shared later, at the interview stage.) Would you be comfortable with us contacting them before an offer is made?

Scenario:

A caller says they are a student's spouse and asks for the student's exam results, payment balance, and class schedule. The student is not on the line, and there is no written authorization on file. What exactly would you say to the caller, and why? To confirm you have read the full job description, please begin your answer with the word "Pasadena".

Then tell us:

(1) your preferred weekly work schedule (days and hours); (2) your earliest possible start date; and (3) 2 to 3 days and time windows (Pacific Time) in the next 7 days when you are available for a Zoom interview with your camera on. Answer BOTH parts in 3 to 5 sentences each.

Part A:

A student calls upset because their hands-on bench session was moved to a different day, while two visitors wait at the desk and another line is ringing. What exactly do you do and say?

Part B:

A walk-in prospective student wants a full tour and pricing details right now, but your scheduled consultation arrives in 5 minutes and you are alone at the desk. How do you take care of both people without losing either one?

COVER LETTER

(required): Please type a detailed personal cover letter of about 900 to 1,000 words addressed to "ASTRA Test Prep Hiring Team," written entirely by you. AI-generated, templated, or copied letters will be rejected.

Please cover:

(1) your front desk career story, including each employer and what you learned there; (2) one accomplishment with a measurable result (e.g., fewer no-shows, shorter wait times, calls handled per day); (3) a difficult customer interaction and exactly how you resolved it; (4) how you stay organized and calm at your busiest hours; (5) one process you improved, or would improve, at a front desk; (6) what you understand about the internationally trained dentists we serve and why you want to support them; and (7) your career goals for the next 2 to 3 years. Sign with your full name and today's date. Answer BOTH parts.

Part A:

It is 8:55 AM. Twelve anxious students, some from out of town, are waiting for a 9:00 AM bench session, and the instructor texts that they will be 30 minutes late. What do you do and say in the first 10 minutes, and how do you follow up afterward?

Part B:

During a session, a student cuts their finger on a dental instrument and is bleeding while the instructor is helping someone else. What do you do immediately, and what do you document afterward? Answer BOTH parts.

Part A:

A frustrated student at the desk says they were charged twice for their course fee and loudly demands an immediate refund in front of other students. You cannot issue refunds yourself. How do you handle the student, the payment records, and management?

Part B:

Your manager needs enrollment paperwork finished by 3 PM for an audit, and an instructor urgently needs 30 exam kits printed and assembled by the same time. You cannot do both alone. How do you decide what comes first, and exactly how do you communicate it to both people? Answer BOTH parts.

Part A:

You arrive at 8:00 AM and the scheduling software is down. The day is fully booked with enrollment consultations, bench sessions, and a new student orientation, and you cannot see who is coming or when. Describe your plan for the morning and what you would put in place so this does not happen again.

Part B:

A student arrives 40 minutes late to a bench session and insists on being let in. Our policy says no entry after 15 minutes, and the instructor is in the middle of a demonstration. What exactly do you say and do? Answer BOTH parts.

Part A:

A newly arrived internationally trained dentist calls about enrolling. English is their second language; they speak quickly, seem nervous about their licensing exam, and repeat the same questions. How would you adjust your communication so they fully understand the program, fees, schedule, and next steps without feeling rushed? Give an example of what you would actually say.

Part B:

A student posts an angry Google review saying no one returned their calls for a week. You check and find their voicemails were missed. List the steps you would take with the student, the review, and our internal process.

Experience:

Front desk / receptionist: 3 years (Required)

Language:

English (fluent) (Required) Ability to

Commute:

Pasadena, CA 91106 (Required)

Work Location:

In person