Front Office Representative – Coalition Recovery (Tampa)

by | Aug 19, 2017 | Job Opportunities

The Front Office Representative will be responsible for managing and directing the Coalition Recovery reception area. You will act as the face of the company, and be responsible for ensuring our clients and industry partners receive a warm-hearted and happy welcome to our facility. Daily duties will consist of coordinating all front desk activities, including calls, reservations or appointments, and directing all guest services related to the corresponding department. Front Office Representatives will combine a pleasant personality with a dynamic professional attitude to efficiently supervise and ensure excellent customer service is attained. Qualified candidates will possess a strong ability to think and work independently, self-direct, manage timelines and deadlines, and successfully collaborate within a small team and cross functional company environment. Quality writing skills and a working knowledge of office management systems and PR are strongly valued. The ideal candidate has a commitment to Coalition’s core mission, experience collecting and understanding data, handling inbound contact, developing a company voice/customer experience and is capable of coordinating all patient and client reception at the front office.

Responsibilities:

  • Act as reception area liaison and actively develop company voice and interactive customer experience through effectively/efficiently responding on behalf of the brand upon the initial entering or calls of clients and partners
  • Ensure reception area is neat and professional at all times with proper stationery and materials, constantly monitor stock on office supplies
  • Keep updated record of office budget, expenses and costs
  • Handle complaints and all specific customer requests in-line with Coalition Recoveries core values
  • Ensure timely and accurate customer service
  • Supervise and help support office staff
  • Provide proper mail/email distribution to the corresponding department
  • Liaising with other companies departments
  • Gather clients personal and insurance information
  • Update appointment calendars in sync with Administrative Coordinator as well as other Coalition Recovery departments
  • Assign visitor badges and direct guests towards the proper office area
  • Assure company policies and security requirements are met
  • Route incoming call volume to appropriate departments, keeping track of volume
  • Work with a cross-departmental team, maintain and develop the master content calendar for all ongoing activities at Coalition Recovery
  • Keep current with emerging management technologies through relevant blogs and events
  • Look over patient list growth based on captured customer data (number of visits, purchase history, past email engagement, website interactions, preferences, etc.)

Required Qualifications:

  • Proven work experience as a front desk manager or reception manager
  • Hands on experience with all varieties of office machines and technologies (e.g fax machines and printers, etc.)
  • Thorough knowledge of customer service, office management, and advanced bookkeeping/documentation skills
  • Proficiency in English and preferably multiple languages
  • Strong knowledge of MS Office, particularly Excel or Word
  • Excellent problem-solving skills
  • Positive enthusiastic attitude, detail, and customer oriented with good multitasking and organizational ability
  • Exceptional writing and editing skills with the ability to adopt the style, tone, and voice of our company as well as our clients
  • Exceptional verbal & social skills translating to 5-star customer service (walk-ins, phone, etc)

Desired Qualification:

  • Ability to work independently and manage projects with many moving parts
  • Strong time management skills with ability to multitask and learn new technologies quickly
  • Able to navigate a variety of management systems among the different sectors of Coalition Recovery

Job Type: Full-time

Job Location:

  • Tampa, FL

Required education:

  • Associate

Required experience: