Senior Administrative Executive

MindMatters Therapy Practice Pte Ltd; Singapore; On-site; USD 30,000 - 60,000; Full time

Job summary

An established industry player in mental health services is seeking a dedicated Front Desk Administrator to enhance client experiences. This full-time role involves managing client interactions, scheduling appointments, and providing essential administrative support to a team of psychologists. The ideal candidate will bring over three years of experience in customer service, demonstrating excellent communication and organizational skills. Join a supportive environment where your contributions will help improve client care and operational efficiency. If you're detail-oriented and passionate about making a difference, this opportunity is perfect for you.

Qualifications

• 3+ years of administrative experience, preferably in customer-facing roles.
• Fluent in English, both oral and written.

Responsibilities

• Greet clients and manage appointments efficiently.
• Oversee daily operations and manage records and databases.

Skills

Customer Service

Communication Skills

Organizational Skills

Problem-Solving Skills

Time Management

Education

Diploma

Tools

Microsoft Office

Google Suite

Quickbooks

Job description

Key Responsibilities:

Front Desk and Customer Service:

• Client Interaction: Greet clients, respond to inquiries, and provide excellent customer service.

• Appointment Management: Schedule, confirm, and manage appointments efficiently.

• Phone and Email Management: Handle phone calls, emails, and correspondence in a timely and professional manner.

• Client Registration: Registration of new clients and related paperwork and matters

Administrative Management:

• Operational Support: Oversee daily operations, manage records, files, and databases.

• Scheduling and Coordination: Coordinate with psychologists, staff, and external partners.

• Payment and Billing: Process payments, invoices, and expenses.

Team Support:

• Administrative Assistance: Provide administrative support to psychologists and relevant staff.

Quality Improvement:

• Process Improvement: Identify areas for improvement and suggest solutions.

• Policy Implementation: Implement policies, procedures, and best practices.

Qualifications:

• 3+ years of administrative experience, preferably in customer-facing roles. (Prior experience in a clinical setting is a bonus)

• A diploma qualification required

• Fluent in English both oral and written

• Proficiency in Microsoft Office/Google Suite and Quickbooks

Key skills and qualities:

• Excellent customer service and communication skills

• Strong organizational, time management, and problem-solving skills

• Ability to maintain confidentiality, multitask, and adapt to new tasks

• Detail-oriented, proactive, and motivated with a professional demeanor

Working Conditions:

• Full-time position with 5 working days a week (inclusive of one weekend - Saturday)