Administrative Specialist

Modern MOJO LLC; Willmar (MN); On-site; USD 21,000 - 30,000; Full time

Job summary

Modern MOJO LLC is seeking an Administrative Specialist / Receptionist to keep the front desk running smoothly and to support the team with essential administrative tasks. The role emphasizes patient-centered service, accuracy in data entry, and timely communication with patients, families, and external partners.

The position includes scheduling, managing electronic health records, and ensuring privacy and security compliance in a fast-paced setting.

Qualifications

• Ability to multitask in a busy office environment.
• Excellent attention to detail and organizational skills.
• Strong communication, empathy, and professionalism.
• Patient-centered approach with initiative and responsibility.
• Ability to think critically and solve problems in real time.

Responsibilities

• Greet and assist clients and visitors professionally.
• Answer phones and respond to inquiries promptly.
• Schedule appointments and manage team calendars.
• Data entry and management of electronic health records (EHR).
• Follow-up communications with patients, family, agencies & facilities.
• Verify eligibility and communicate health benefits.
• Handle medical record requests (send/receive).
• Daily appointment confirmations via calls and texts.
• Faxing, scanning, and other admin tasks.
• Maintain a clean, organized office space.
• Adhere to privacy and security procedures.

Skills

Multitasking

Attention to detail

Communication skills

Professionalism

Critical thinking

Stress management

Team collaboration

Computer skills

Independent working

Flexibility

Punctuality

Tools

Electronic health records (EHR)

Microsoft Office

Job description

The Role

As an Administrative Specialist / Receptionist, you will play a vital role in ensuring the smooth operation of our office. You will be responsible for managing front desk activities, handling inquiries, and providing administrative support to our team.

What You'll Do

• Greet and assist clients and visitors in a friendly and professional manner
• Answer phone calls and respond to inquiries promptly and accurately
• Schedule appointments and manage schedules for team members
• Data entry and management of electronic health records
• Follow-up communications with patients, family members, outside agencies & facilities
• Verify and communicate eligibility and health insurance benefits
• Send and receive medical record requests
• Daily appointment confirmation calls and texts
• Faxing, scanning and administrative tasks
• Maintain a clean and organized office area
• Follow procedures to maintain compliance with privacy and security provisions
• Other duties as assigned by supervisor

What We're Looking For

• High energy and ability to multitask
• Strong attention to detail and organization
• Exceptional communication skills, friendly and compassionate
• Patient centered, high level of professionalism, responsibility and initiative
• Strong critical thinking and problem-solving skills
• Ability to make quick and safe judgement calls in stressful, demanding situations
• Collaborative leadership skills
• Proficient computer skills
• Capacity to thrive in a busy work environment
• Ability to work independently and as a team
• Flexible to meet demands of the business
• Dependable, responsible, punctual and good work attendance

Nice to Have

• Previous reception, administrative, or office experience preferred
• Previous experience in mental health preferred but not necessary
• Previous experience with scheduling appointments preferred but not necessary

This is a full-time position with opportunities for growth within the company. We embrace diversity and are committed to creating an inclusive environment for all employees.