Front Desk Coordinator Job Description

Front desk coordinators work in the office of service-based establishments as the general point of contact for all of a client’s pre- and post-service needs. They are responsible for scheduling client appointments, greeting clients when they arrive, and helping clients fill out paperwork. It takes strong communication skills to do this job well. This is a good position for someone with strong clerical skills and a desire to work in an office environment with a 9-to-5 schedule. The largest employers of front desk coordinators are healthcare facilities, law offices, salons, architects, and other service-based industries. Front desk coordinators can also find employment at schools or government facilities.

Front desk coordinators work under the direction of the office manager, who assigns them daily tasks. According to the National Bureau of Labor Statistics, demand for receptionists, which includes front desk coordinators, is set to rise 9 percent through 2026.

 

Front Desk Coordinator Duties and Responsibilities

To accomplish their goal of ensuring clients or patients have a smooth and positive experience, front desk coordinators take on a variety of tasks. From our analysis of job postings, here are some of the core responsibilities to expect in this position:

Greet Clients

Front desk coordinators are the face of an office. They are the first person a client sees. It is important for them to have a positive and upbeat demeanor when dealing with new and returning clients alike. This first impression goes a long way toward client retention.

Schedule Client Appointments

Front desk coordinators schedule client appointments. This involves answering calls and emails from clients regarding appointments.

Check Visitor Credentials

At some jobs, such as government facilities, front desk coordinators check the credentials of all visitors as part of their employer’s security protocol.

Facilitate Payments for Services

Front desk coordinators are the point of contact for clients to pay for the service being received. In healthcare facilities, this includes taking patient insurance information and making sure all insurance information is current.

Enter Data of New Clients and Update Data of Existing Clients

Front desk coordinators enter new client data, update the data of existing clients and file the corresponding paperwork.

Maintain Office Harmony by Resolving Client Issues

Unfortunately, not all clients will be happy with the service they received. The front desk coordinator, as the point of contact, fields complaints. In a professional manner, they try to calm the client down providing efficient assistance.

 

Front Desk Coordinator Skills

Front desk coordinators are the ultimate multitaskers. They perform clerical and administrative tasks, often talking on the phone as they enter client data into a computer. Organization and prioritization skills are necessary to do this effectively. A friendly, easy-going personality is essential—smiling often while engaged in small talk can have a positive effect on the client experience. Front desk coordinators need patience and a thick skin to diffuse upset customers. In addition to these traits, front desk coordinators benefit from having the following skills:

  • Using computers to enter customer data into office database
  • Filing paperwork using office filing system
  • Facilitating client payments using basic billing knowledge

 

Front Desk Coordinator Tools of the Trade

  • Digital appointment software – used to book client appointments
  • Client information database – used to enter and organize client information

 

Front Desk Coordinator Education and Training

Front desk coordinators only need a high school diploma to get hired. Employers often prefer candidates who have gone through receptionist training at a vocational school. Most education comes through on-the-job training, as front desk coordinators spend the first couple of months working under the guidance of a more senior employee.

 

Front Desk Coordinator Salary

According to Glassdoor, the national average salary for front desk coordinators is $28,000. Those at the top of the scale make $38,000, while those at the bottom of the scale make $19,000. Pay is dependant on location and industry.

 

Front Desk Coordinator Resources

Do you want to build a career in office administration by getting a job as a front desk coordinator? If so, have a look at the list of resources below:

National Association of Professional Receptionists – The National Association of Professional Receptionists is dedicated to improving the perception of the position and creating a standard of quality for professional receptionists through its certification program. Its website also has a career management section with tools to help front desk coordinators find employment.

Admin Crossing – Admin Crossing is one of the most well-known and widely used job boards created specifically for administrative professionals. It is a good resource for front desk coordinators looking for work.

The Receptionist Handbook – This book is an excellent read for aspiring front desk coordinators. It covers the basic skills receptionists need to succeed and includes proven phrases to use in difficult situations.

The Medical Secretary and Receptionist Handbook – This is a go-to resource for front desk coordinators who want to work in healthcare. It covers specific duties, strategies, and regulations that are specific to the medical field.

The Veterinary Receptionist’s Handbook – This book is the perfect resource for front desk coordinators who love animals, as the information contained within its pages will help them find a job at a veterinary office.

 

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