Front Office Administrator

Overview We are seeking a highly organized and professional Front Office Administrator to join our team. This role is essential in ensuring smooth office operations, providing exceptional customer service, and supporting administrative functions. The ideal candidate will possess strong office management skills, be proficient with various computer applications, and have excellent communication abilities. Bilingual skills are a plus to effectively serve a diverse client base. This position offers an engaging work environment where attention to detail and multitasking are valued.

Key Responsibilities:

Client Relations & Customer Service 10% o Greet clients and families warmly upon arrival and create a positive first impression. o Check clients in and out for appointments; ensure daily attendance records are accurate. o Provide information and assistance to families regarding appointments, forms, and clinic procedures. o Maintain confidentiality and professionalism in all interactions. Scheduling & Communication 60% o Schedule and confirm therapy sessions, parent meetings, and assessments. o Manage cancellations, reschedule, and communicate schedule updates to therapists and supervisors. o Answer phone calls, emails, and messages promptly; route communication to the appropriate team members. o Coordinate with the scheduling team to ensure therapist schedules are optimized and client hours are fulfilled. Administrative Support 20% o Open and close the clinic on time. o Collect and process paperwork, consent forms, and insurance documentation. o Verify client demographics, insurance details, and authorization information as needed. o Maintain organized records, files, and digital data in accordance with HIPAA compliance. o Accurately records attendance and session changes. o Assist with audits, inspections, special projects, events, and staff communications as assigned. Clinic Operations 10% o Ensure the front lobby and clinic area are clean, organized, and welcoming. o Monitor inventory levels and place orders for medical and office supplies as needed. o Support clinic safety and compliance protocols.

Qualifications:

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• 1-2 years of experience in a healthcare, behavioral health, or educational setting preferred.
• Excellent communication and customer service skills.
• Highly organized, flexible, and capable of making independent decisions.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite and scheduling software (e.g., CentralReach).
• Ability to handle confidential information with discretion.
• Reliable, team-oriented, and able to multitask in a busy environment.
• Bilingual (English/Spanish) preferred but not required.

Pay:

$16.00 - $18.00 per hour

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person