Front Office

About the Position

You are the steady hand and welcoming presence that keeps our office running smoothly. As our Front Office & Membership Operations Coordinator, you play a critical role in ensuring clients feel supported, informed, and cared for from the moment they contact our office to every follow-up that happens behind the scenes.

This is a detail-driven role that blends customer service, administrative precision, and operational follow-through. You will be responsible for managing appointments, memberships, communications, records, inventory, and daily office flow. If you take pride in keeping systems organized, anticipating needs, and making sure nothing slips through the cracks, this role will feel deeply satisfying.

Key Responsibilities

At the core of this position, you will ensure seamless front office and membership operations by:

• Oversee daily front desk operations, including answering phones, greeting clients, scheduling appointments, and managing office flow.
• Schedule and reschedule client appointments while maintaining accurate calendars.
• Send welcome emails and collect required deposits at initial scheduling.
• Manage new and existing memberships, including renewals, updates, and ongoing communications.
• Keep membership payments current and proactively collect past-due balances.
• Process payments and maintain accurate financial and administrative records.
• Open and close the office, ensuring the space is prepared, secure, and professional.
• Send and track referrals and lab orders via fax, including follow-up for results and required documentation.
• Ensure all client forms are signed, completed, and properly uploaded into records.
• Answer incoming calls and promptly return voicemails and missed calls.
• Coordinate medication pickup arrangements for clients.
• Track members due for quarterly labs and follow-up appointments to ensure timely scheduling.
• Send office updates, announcements, and closure notifications to clients.
• Assist with outgoing advertising materials and general client communications.
• Manage inventory by restocking and reordering supplements and monitoring office supply levels.
• Maintain organized records of supplies, supplements, and inventory needs.

About You

You are dependable, organized, and calm under pressure. You do not wait to be told something is missing because you already noticed it. You enjoy interacting with people but are just as comfortable working quietly behind the scenes to keep everything running smoothly.

You are likely someone who:

• Finds satisfaction in clean systems and accurate records.
• Communicates clearly and professionally by phone, email, and in person.
• Juggles multiple priorities without losing attention to detail.
• Follows through and closes loops rather than leaving tasks half finished.
• Enjoys being the person others rely on to keep things on track.
• Is reliable and dependable.

Qualifications

• Previous experience in an administrative, front office, or customer service role.
• Strong organizational and time management skills.
• Comfortable using scheduling systems, email, and basic office technology.
• Ability to handle sensitive information with discretion and confidentiality.
• Attention to detail and a problem-solving mindset.
• Ability to work independently while supporting a team environment.

What We Offer

• A stable and meaningful role where your work truly matters.
• A professional, respectful work environment.
• Clear responsibilities and expectations.
• Opportunities to grow alongside a small, dedicated team.

Interested in Applying?

If you enjoy keeping people informed, schedules organized, and operations running smoothly, we would love to hear from you.