Administrative Assistant

Job Summary
We are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations. The ideal candidate will possess strong office management skills, excellent communication abilities, and proficiency with various software tools. This role involves managing front desk responsibilities, handling correspondence, and providing exceptional customer service to ensure smooth daily operations within a professional environment.

On Site Administrative Assistant/Receptionist Location - Ludington, MI

Schedule: Monday-Friday, 7:30 AM to 3:30PM

We are seeking a reliable, organised and professional On Site Administrative Assistant/Receptionist to serve as the front-desk presence for out ABA therapy center. This role is essential to smooth daily operations and requires consistent on-site attendance, strong communication skills and the ability to support both family and staff. You will answer phones, handle cancellations, support scheduling needs and ensure our center remains welcoming and well organized.This position reports to the Administrative Operations Manager and works in collaboration with the BCBA Center Lead who oversees all on-site clinical operations.Key Responsiblities

• Greet clients, families and staff with professionalism and warmth
• Answer and direct phone calls; monitor voicemail
• Maintain a calm and positive presence in a fast pace environment

Cancellations and Communication

• Assist with 7:00 am cancellation monitoring as needed (remote availability acceptable)
• Record client and staff cancellations and follow internal procedures
• Communicate schedule changes promptly with RBTs, BCBAs, the Administrative Operations Manager and clients

Scheduling and Administrative Support

• Support daily scheduling and session adjustments
• Maintain accurate attendance logs
• Distribute daily communication to staff as needed
• Assist with center documentation, forms and filing
• Maintain organisation of office area and common areas

Support for Leadership

• Work under Administrative Operations Manager for administrative procedures
• Collaborate with the BCBA Center Lead for daily on-site needs and flow
• Uphold confidentiality, professionalism and HIPAA complaince at all times

Duties

• Greet visitors and manage front desk operations with professionalism and courtesy
• Answer multi-line phone systems, screen calls, and direct inquiries appropriately
• Perform data entry, filing, and maintain accurate records using Google Workspace,
• Manage calendar appointments and coordinate meetings efficiently
• Assist with office management tasks such as supply ordering and organization of office space
• Provide customer support via phone, email, or in person, ensuring excellent phone etiquette and customer service standards
• Proofread documents for accuracy and clarity before distribution
• Handle administrative tasks such as typing correspondence, managing emails, and supporting personal assistant duties if required
• Maintain confidentiality of sensitive information at all times

Requirements

• Proven experience in an office environment with clerical or administrative responsibilities
• Strong computer literacy with proficiency in Google Workspace, and familiarity with
• Excellent organizational skills with the ability to prioritize tasks effectively
• Exceptional communication skills including phone etiquette and customer service experience
• Experience with office management systems such as multi-line phone systems and calendar management tools
• Attention to detail for proofreading and data entry accuracy
• Ability to handle multiple tasks efficiently in a fast-paced environment
• Previous experience as a receptionist, medical receptionist, dental receptionist, or personal assistant is advantageous
• Strong time management skills with the ability to meet deadlines consistently
• reliable commute

Job Types: Full-time, Part-time

Pay: $16.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $16 - $23