Front Desk Coordinator

Description

Who We Are

Skills on the Hill is a pediatric occupational, physical, and speech therapy practice. Every day, families trust us with their children, and the experience they have starts the moment they walk through our door. Our front desk isn't "just the front desk" — it's the face of the practice, the calm in a busy waiting room, and the engine that keeps therapists supported and families coming back.

We're looking for one stellar person to join our administrative team. Please read this posting in full before applying.

What This Role Actually Looks Like

This is a hands-on, fast-moving role that blends warm customer service with real ownership of the office space. On any given day you might:

• Greet and check in families, answer phones, and field questions with patience and warmth — especially when a child or parent is anxious
• Schedule, reschedule, and manage the calendar to keep therapists' days full and families on track
• Run credit cards, post payments, send receipts, and keep client records accurate
• Open and/or close the office, restock treatment rooms, and keep shared spaces clean, organized, and safe
• Handle light cleaning and sanitizing, vacuuming, and the very occasional grocery or supply run
• Flag and follow through on maintenance issues from start to finish

This is not a “sit at the desk and answer phones” position. While the front desk and administrative responsibilities are a big part of the role, you’ll also be expected to actively support the clinic. This may include wiping down treatment rooms, folding laundry, restocking supplies, helping keep shared spaces clean and organized, and occasionally making a grocery or supply run. There will also be periods of high activity where you’ll need to move between the front desk, treatment areas, and other parts of the clinic while managing competing priorities 

Who We're Looking For

We are looking for someone who is, above all else:

• Reliable. Families schedule their children's therapy around our hours. Attendance and dependability are not negotiable — when you're scheduled, you're here.
• Committed. We invest in our people and we're looking for someone who wants to grow with us, not pass through.
• A strong work ethic.  You take ownership. When you notice a problem, you don't simply point it out; you take reasonable steps to address it, communicate what you need, and follow through until it is resolved.  
• Warm and professional. You can de-escalate a stressed parent, keep a confidence, and stay composed when it's busy.
• Organized. You can juggle phones, check-ins, payments, and a dozen small tasks without dropping the ball.
• Good judgment. You know when to handle something independently, when to ask questions, and when an issue needs to be escalated. You think through problems before reacting and understand how your decisions can affect families, therapists, and the rest of the team. 
• Clear communicator. You communicate information accurately and promptly, ask clarifying questions when something is unclear, and don't let important issues or follow-ups fall through the cracks.
• Trustworthy and discreet. You understand that you'll have access to private family, patient, and financial information and are expected to handle that information carefully and confidentially.   

What Success Looks Like

In this role, success means:

• Families feel welcomed, respected, and well supported.
• Therapists can rely on you to keep scheduling and administrative tasks moving.
• You notice problems before they become bigger problems.
• You follow through on tasks without needing repeated reminders.
• You communicate when something is unclear or when you need help.
• You can prioritize when several things need your attention at once.
• You keep patient, family, and financial information confidential.
• You contribute to a clean, organized, and welcoming clinic environment.

Please note: This position requires commitment to a consistent, set weekly schedule. We are not able to accommodate frequent schedule changes, so please apply only if the posted hours work for you long-term.

Requirements

Requirements

• High school diploma or equivalent required; associate's or bachelor's in healthcare administration, business, or a related field preferred
• Experience in a medical/healthcare office, front desk, or customer-service role preferred
• Basic proficiency with office software (Microsoft Office, scheduling systems)
• Familiarity with medical billing is a plus
• Willingness to perform cleaning and light maintenance tasks as a regular part of the job

Physical Requirements

• Extended periods sitting and working at a computer
• Ability to move freely around the office to restock, clean, and support therapists
• Ability to sit or stand for extended periods
• Capacity to handle office equipment and supplies
• Ability to lift and carry items up to 25 pounds
• Dexterity to handle administrative tools and equipment
• Ability to perform repetitive tasks and movements

Please complete all screening questions thoughtfully and answer each question in complete sentences, using your own words and based on your own experience. We want to get to know you, not an AI-generated version of you, so we encourage you not to use ChatGPT or other AI tools when completing your responses. There are no “perfect” answers. We are most interested in how you naturally think, communicate, and approach different situations. All questions must be answered. Applications with blank, empty, or incomplete responses will not be considered.

Before submitting your application, please visit our website to learn more about Skills on the Hill, the services we provide, and the families we serve. Candidates are expected to take the time to understand our practice and the work we do, as this will be relevant to the application and interview process.