Front Desk/Reception Administrator
Position: Front Desk/Reception Administrator
Location: Lakewood, NJ - 5 days a week on-site
Salary: $50k-70k
Hours: 40 hours - Monday-Friday 9am-5pm
We are seeking a friendly, organized, and detail-oriented Front Desk/Reception Administrator to be the welcoming face of our new therapy office, which will soon house a preschool. This role is crucial in ensuring the smooth and efficient operation of our front desk and administrative functions, providing exceptional support to our clients, therapists, and preschool staff.
About us:
We are a growing ABA agency that is committed to helping children reduce maladaptive behaviors and improve communication, social, and functional skills. We are dedicated to providing high-quality therapy services to individuals and families and are expanding to include a nurturing and engaging preschool program. We strive to create a warm and supportive environment for everyone who walks through our doors.
Responsibilities:
Front Desk & Client Services:
Warmly greet and welcome all clients, families, and visitors upon arrival, providing a positive and professional first impression.
Manage the check-in and check-out process, ensuring accurate and efficient client registration and appointment scheduling.
Answer and direct incoming calls, providing information, taking messages, and scheduling appointments as needed.
Respond to client inquiries via phone, email, and in person, providing excellent customer service and resolving issues promptly.
Process payments for therapy services, ensuring accuracy and maintaining proper records.
Manage camera logins for parents, ensuring proper access and addressing any technical issues.
Maintain a clean, organized, and welcoming reception area.
Administrative Support:
Monitor inventory levels and order office and clinical supplies as needed, ensuring the office is well-stocked.
Oversee and manage client orders, ensuring accurate fulfillment.
Assist with data entry tasks related to finance, accounting, and client records.
Scan, organize, and file documents, ensuring they are properly saved in designated inboxes and databases.
Schedule and coordinate appointments, meetings, and conference calls for therapists, preschool staff, and management.
Manage the scheduling of therapy pods and conference rooms.
Assist in planning and organizing company events, meetings, and conferences.
Manage incoming and outgoing mail, packages, and deliveries.
Order food for office meetings as required.
Manage change-of-address forms and update relevant databases.
Provide general administrative support to ensure the smooth operation of day-to-day office activities.
Support department heads with scheduling, correspondence, and other administrative tasks.
Preschool Support (Upon Launch):
Assist with preschool enrollment and registration processes.
Communicate with parents regarding preschool updates, events, and announcements.
Maintain preschool attendance records and other relevant documentation.
Provide support to preschool staff as needed.
Additional Personal Assistant to the CEO Responsibilities:
Run errands as needed.
Manage and maintain email correspondence for CEO.
Scan and add social invitations and related events to calendars as requested.
Manage designated inboxes, ensuring timely responses and organization.
Purchase non-holiday gifts for personal or professional purposes.
Qualifications:
High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
Minimum of 2 years of experience in a receptionist or administrative assistant role.
Excellent communication and interpersonal skills.
Strong organizational and time-management skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Ability to multitask and prioritize tasks effectively.
Ability to maintain confidentiality and handle sensitive information.
Experience in a healthcare or educational setting is a plus.
Familiarity with therapy practice management software (e.g., TherapyZen) is a plus.
Personal Attributes:
Friendly, approachable, and professional demeanor.
Patient and empathetic with clients and families.
Proactive and resourceful problem-solver.
Team player with a positive attitude.
Ability to work independently and take initiative.
Benefits:
Competitive salary commensurate with experience.
Comprehensive benefits package (health, dental, vision, etc.).
Paid time off and holidays.
Opportunity to work in a supportive and collaborative environment.
Chance to grow with a growing organization.