Customer Care Representative - Front Desk!

Customer Care Representative (Front Desk)

Part-Time | Monday-Friday | 8:00 AM - 2:00 PM

Position Overview:

Are you a people person who thrives in a fast-paced, high-energy environment? We're looking for a Customer Care Representative to be the welcoming face of our office and an integral part of creating an exceptional client experience.

This role is perfect for someone who loves organization, enjoys connecting with people, and has a knack for keeping multiple moving pieces running smoothly. As the first point of contact for our clients, you'll play a vital role in creating a positive, professional, and welcoming atmosphere while ensuring the day-to-day operations of the office run seamlessly.

Key Responsibilities:

Client Experience & Front Desk Operations
-Warmly welcome clients, visitors, and guests to the office.
-Create a positive first impression by providing outstanding customer service and support.
-Answer incoming phone calls and assist clients with inquiries, appointments, and general information.
-Maintain a friendly, professional, and organized reception area.

Calendar & Appointment Management
-Serve as the office "Calendar Wizard" by managing appointments, schedules, and daily workflows.
-Coordinate and book client appointments efficiently and accurately.
-Help ensure advisors and team members stay on schedule throughout the day.
-Proactively manage scheduling conflicts and last-minute changes.

Administrative Support
-Complete daily billing, claims processing, and administrative tasks accurately and efficiently.
-Assist with client documentation and file management.
-Maintain office systems, records, and general organization.
-Support the team with various administrative projects and tasks as needed.

Office Operations
-Open the office each morning and help prepare the team for a successful day.
-Ensure common areas remain clean, organized, and welcoming.
-Help manage office supplies and coordinate replenishment when required.
-Contribute to the smooth operation of a busy and growing office.

Qualifications & Skills
We're looking for someone who:
-Has exceptional customer service and interpersonal skills.
-Is highly organized with strong attention to detail.
-Thrives in a fast-paced, high-volume environment.
-Can effectively prioritize multiple tasks and responsibilities.
-Possesses strong written and verbal communication skills.
-Is comfortable learning and navigating multiple software systems.
-Maintains professionalism, positivity, and composure under pressure.
-Takes initiative and enjoys finding ways to improve processes.

Preferred Experience
-Previous reception, customer service, administrative, or office coordination experience.
-Experience managing calendars, appointments, or scheduling.
-Familiarity with billing, claims processing, or administrative support functions is considered an asset.

What Success Looks Like
-Clients consistently feel welcomed, valued, and supported.
-Appointments run smoothly, and schedules stay organized.
-Daily billing, claims, and administrative tasks are completed accurately and on time.
-The office is prepared, organized, and running efficiently each day.
-Team members can rely on you to help keep operations moving seamlessly.

Why Join Our Team?

We are a high-performing, collaborative team that believes exceptional client experiences start with exceptional people. If you love building relationships, keeping things organized, and being the person who helps everything come together behind the scenes, we'd love to meet you.

Schedule: Monday-Friday, 8:00 AM - 2:00 PM (30 hours/week)

Location: In-office

Position Type: Part-Time

This role is much more than a front desk position. It's an opportunity to become the heartbeat of our office and play a key role in supporting both our clients and our team every day.