Open Positions
Full Time/Part Time - Health Factory & Armor Health
Front Desk Administrator
We are looking for a Front Desk Administrator who excels in customer service and multitasking. As the first point of contact for our clients, you will play a key role in providing a positive experience while handling a variety of administrative tasks. The ideal candidate is highly organized, dependable, and able to juggle multiple responsibilities in a fast-paced environment. This role requires a proactive and customer-centric approach to ensure smooth operations at the front desk and throughout the facility.
Key Responsibilities
​Customer Service & Front Desk Operations:
â—¦ Greet clients and visitors warmly, ensuring a positive first impression.
â—¦ Manage client departures and ensure a smooth checkout process.
â—¦ Maintain a clean, professional, and organized front desk area.
â—¦ Provide facility tours for new clients when necessary.
Phone and Voicemail Management:
â—¦ Answer incoming phone calls promptly and professionally.
â—¦ Respond to voicemails, addressing client inquiries and concerns in a timely manner.
◦ Call clients with late appointments to confirm check-in.​
Appointment Scheduling & Management:
â—¦ Schedule and confirm appointments via phone, email, and online scheduling systems (e.g., Sked).
â—¦ Ensure that the front desk is always covered, especially when scheduling or during client check-in/check-out.
◦ Follow up on check-in alerts and assist with patient check-in.​
Email & Communication:
â—¦ Check and respond to emails daily, ensuring all inquiries are addressed or delegated to the appropriate staff.
â—¦ Stay on top of Square Space submissions and ensure proper documentation and responses are handled promptly.
â—¦ Request insurance information when necessary (e.g., for NP appointments).
Administrative Tasks:
â—¦ Process payments for supplements and chiropractic charges at checkout.
â—¦ Stay organized and maintain accurate records of client interactions, appointments, and payments.
Opening and Closing Responsibilities:
â—¦ Ensure that the front desk is open and operational at the start of the workday.
â—¦ Handle end-of-day closing procedures, ensuring all necessary tasks are completed before leaving the office.
Team Support & Coverage:
â—¦ Stay proactive in ensuring that the front desk is consistently covered, especially during breaks, tours, and administrative tasks.
â—¦ Collaborate with other team members to ensure client needs are met and the office runs smoothly.
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• Exceptional Customer Service: Strong ability to interact professionally and positively with clients, providing them with excellent service at all times.
• Multitasking: Ability to manage multiple tasks simultaneously while maintaining attention to detail and accuracy.
• Communication Skills: Clear, concise, and friendly communication, both in-person and over the phone.
• Organizational Skills: Must be organized and efficient, with the ability to prioritize tasks effectively.
• Tech-Savvy: Comfortable using scheduling software (e.g., Sked), email platforms, and general office technology.
• Dependability: Must be reliable and punctual, as this role requires consistent front desk coverage.
• Problem-Solving: Quick-thinking and solution-oriented, especially when handling client inquiries or resolving minor issues.
• Experience: Previous experience in a customer-facing administrative or front desk role is a plus, but not required.
Physical Requirements:
• Ability to remain seated or stand at the front desk for extended periods.
• Ability to lift up to 30 lbs occasionally (e.g., packages, supplies, etc.).
• Must be able to perform light cleaning or tidying tasks at the front desk.
Why Join Us?
• Supportive Work Environment: Join a team that values collaboration, respect, and a positive atmosphere.
• Growth Opportunities: We offer professional development opportunities and the chance to expand your skills.
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