Office Manager/Office assistant/ Front desk coordinator

Office Assistant/Front desk coordinator (functional nutrition/chiropractic practice)

About the Practice

We are a dedicated, small practice specializing in functional nutrition, holistic chiropractic care, applied Kinesiology, and neuro Emotional Technique. Our approach emphasizes identifying root causes and providing natural, personalized solutions to support overall health and well-being.

Our work is highly individualized and primarily muscle-testing based for functional nutrition.

Position Overview

Seeking a highly organized, proactive, and compassionate Front Desk Coordinator / Office Assistant to oversee daily operations.

This is a unique, all-encompassing role where you will run the entire practice alongside one doctor. The ideal candidate thrives in a dynamic environment, enjoys wearing many hats, and has a genuine passion for wellness and helping others.

Key Responsibilities

Patient Experience & Front Desk

• Create a warm, welcoming, and supportive environment for all patients
• Manage check-in/check-out and ensure a seamless office experience
• Schedule appointments, follow-ups, and supplement pickups
• Answer phones, return voicemails, and respond to email, phone and in person inquiries promptly

Communication & Client Support

• Clearly communicate nutritional testing methods and care approach
• Type , write and review individualized protocols with patients (in-person, phone, email)
• Provide ongoing support and encouragement to clients on their wellness journey
• Maintain consistent follow-up communication with patients
• Capable of managing difficult or emotional client situations

Office Operations

• Manage daily administrative tasks including data entry, filing, and record keeping
• Maintain organized systems for patient information and correspondence
• Process payments and manage billing transactions
• Retain patient confidentiality with Hippa guidelines
• Track leads, calls, and office activity
• Keep office tidy and neat.
• Weekly supplement orders
• Orders supplies
• Excellent time management and can come up with a concise intuitive plan of action

Inventory & Shipping

• Package and ship nutritional supplements (approx. 3–5 daily)
• Manage weekly supplement orders and inventory.

Clinical Support (Non-licensed)

• Review doctor-provided protocols with patients
• Deliver report of findings to patients and go over what they require to help them get well, dietary changes, how to take nutritional supplements, exercises, advice, and wellness practices such as breathwork etc.
• Corresponds with distance nutrition patients by emailing protocols and scheduling them.
• Support patients in understanding dietary and lifestyle recommendations
• Act as a positive, motivating presence while maintaining professional boundaries

Qualifications & Traits

• Strong organizational and multitasking skills
• Excellent written and verbal communication abilities
• Comfortable with frequent typing and documentation
• Ability to work independently and take initiative
• Calm, grounded, and able to handle a fast-paced or high-pressure environment
• Detail-oriented, reliable, and accountable

Preferred:

• Experience in a healthcare or wellness setting
• Interest in functional nutrition, supplements, chiropractic care, or holistic health

Mindset & Culture Fit

looking for someone who:

• Has a genuine passion for helping others heal
• Is positive, uplifting, and personable
• Is adaptable and open to learning (steep learning curve)
• Can balance compassion with clear professional boundaries
• Takes ownership and pride in their work

Core Competencies

Problem Solving

• Identifies and resolves issues efficiently
• Thinks critically and develops solutions

Customer Service

• Handles sensitive situations with empathy and professionalism
• Responds promptly and follows through

Communication

• Speaks and writes clearly and effectively
• Can explain protocols and expectations confidently

Adaptability

• Comfortable with change and shifting priorities

Dependability

• Punctual, reliable, and accountable

Planning & Organization

• Manages time effectively and prioritizes tasks
• Works proactively with the doctor to meet patient needs

A Few Honest Notes About the Role

• This is a high responsibility position, you will be a key part of keeping the practice running smoothly
• There is a significant amount of communication, typing, and multitasking
• You will be working closely with one provider in a small, personalized setting
• The position requires an extremely detail oriented person who understands the importance of double checking work for patient accuracy.
• Willingness to coach and support clients with their individual requirements
• Education & Experience
• Associate’s degree (A.A.) or equivalent from a two-year college or technical school preferred
• Minimum of 1 year experience in a holistic, medical, or wellness setting required

Holistic Affinity

Genuine interest in holistic health and wellness required

• Interest in or exposure to Applied Kinesiology, chiropractic care, and functional nutrition strongly preferred
• Reasoning Ability
• Ability to follow written, verbal, and diagram-based instructions accurately
• Strong critical thinking skills with the ability to manage multiple variables in structured situations
• Computer Skills
• Comfortable using Mac computers and standard office applications
• Experience with scheduling software (such as Mindbody) is a plus, but not requiredCertificates & Licenses
• No certifications required
• This position is 4 days per week. tuesday through friday
• tuesday and thursday 9:30-6:30, wednesday 11:45-6:30, Friday 8:45-3:30
• Please include a paragragh on why you would be a good fit for this position, relevant experience or anything else we should know about you.. Hiringhcc@gmail.com

Job Types: Full-time, Part-time

Pay: From $30.00 per hour

Expected hours: 31.5 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $30