Bilingual Front Desk Administrator

Responsibilities

The Front Desk Administrator is responsible for managing day-to-day front desk operations and delivering a high-quality, patient-centered experience at Lirios Pediatrics. This role serves as the primary point of contact for patients, families, and volunteers—handling intake support, scheduling coordination, communication follow-up, and administrative workflows that keep clinic operations running smoothly. The Front Desk Administrator works closely with clinical staff and operations to ensure families are supported, documentation is accurate, and volunteers are set up for success. 

Patient/Family Support (Primary) 

• Greet and assist patients and families in-person and by phone/text/email in a professional, welcoming manner 
• Schedule, confirm, and manage appointments; support reschedules and cancellations while maintaining clinic flow 
• Support basic patient intake workflows (forms, check-in/check-out, demographic updates) and route issues appropriately 
• Provide clear information to families about clinic processes, required documents, and next steps 
• Coordinate follow-up communications (reminders, missed appointment outreach, referrals/status updates as directed) 
• Maintain a calm, respectful front-desk environment that prioritizes privacy, dignity, and service excellence 

Administrative & Clinic Operations Support (Core) 

• Maintain accurate records in clinic systems (basic data entry, document scanning, filing, form management) 
• Support daily clinic readiness: supplies at front desk, printed materials, room/flow coordination as assigned 
• Monitor and maintain front desk inboxes, phone lines, and task queues; escalate urgent issues promptly 
• Track and route internal requests (provider messages, documentation requests, scheduling changes) 
• Support basic reporting and logs (appointment volumes, no-shows, outreach attempts, volunteer hours if assigned) 
• Maintain compliance with confidentiality expectations and clinic protocols (HIPAA-related practices as trained) 

Volunteer Support (Core) 

• Serve as the front-line check-in/check-out point for volunteers; maintain attendance logs and shift confirmations 
• Support volunteer onboarding logistics (access instructions, schedules, required forms) in coordination with the Volunteer/Development Manager 
• Communicate day-of needs and role assignments to volunteers as directed by clinic leadership 
• Help maintain a professional volunteer experience through clear expectations, timely communication, and issue escalation 
• Flag volunteer performance or fit concerns to the appropriate supervisor using established protocols 

Qualifications 

Skills/Qualifications include but are not limited to: Strong customer service orientation; clear and professional communication; comfort working with children and families; high attention to detail; ability to manage multiple priorities; calm under pressure; strong follow-through; ability to maintain confidentiality; reliable attendance; and a collaborative, team-first mindset. 

• High school diploma or GED required (associate degree or equivalent experience preferred) 
• 1–3 years of administrative, front desk, customer service, or clinic/human services experience preferred 
• Strong verbal and written communication skills 
• Proficiency with basic office tools (Google Workspace/Microsoft Office) and comfort learning new systems 
• Strong organizational skills and ability to manage high quality care of clients and patients 
• Bilingual English/Spanish strongly preferred (not required) 
• Experience in healthcare, pediatric settings, or nonprofit direct service preferred