Office Assistant

JMJ PHILLIP; Illinois; On-site; USD 36,000 - 45,000; Full time

Benefits offered by this job

Health, dental, and vision benefits

Paid vacation and holidays

Retirement savings plan

Job summary

JMJ PHILLIP is seeking a detail-oriented Office Assistant to support daily dental office operations in a fast-paced environment. You will greet clients, answer inquiries, schedule appointments, and maintain accurate records while delivering exceptional customer service.

The role requires a high school diploma (or equivalent) and preferably one year of dental office experience or related administrative work.

Qualifications

• High school diploma or equivalent required.
• Minimum of one year of dental office experience or equivalent administrative experience.
• Experience with Dentrix software is strongly preferred.
• Strong attention to detail and excellent organizational skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Experience handling payments and maintaining accurate financial records.
• Understanding of HIPAA compliance and patient confidentiality requirements.
• Knowledge of dental insurance and benefit verification is helpful but not required.
• Strong communication, customer service, and computer skills.

Responsibilities

• Greet clients and visitors in a professional and friendly manner.
• Answer incoming phone calls, emails, and other inquiries.
• Schedule appointments and coordinate daily office activities.
• Maintain organized filing systems and office records.
• Prepare, organize, and maintain documentation and reports.
• Assist with data entry and record management.
• Order and manage office supplies as needed.
• Support office staff with various administrative tasks.
• Provide excellent customer service by responding to questions and resolving concerns.
• Communicate clearly with clients regarding appointments, paperwork, and office procedures.
• Maintain confidentiality and professionalism in all interactions.
• Process payments and maintain accurate financial records.
• Assist with billing, invoicing, and basic accounting functions as needed.
• Ensure accurate documentation and compliance with office policies.
• Maintain confidentiality of sensitive information and adhere to privacy regulations.
• Ensure office records are accurate, organized, and up to date.
• Support compliance with internal procedures and regulatory requirements.

Skills

Attention to detail

Organizational skills

Customer service

Computer skills

Multitasking

Education

High school diploma or equivalent

Tools

Dentrix

Microsoft Office

Job description

We are seeking a detail-oriented Office Assistant to provide administrative and customer support in a fast-paced office environment. This role is responsible for managing daily office operations, assisting clients, maintaining accurate records, and ensuring efficient communication between staff and customers. The ideal candidate is organized, professional, and able to multitask while delivering exceptional customer service.

Position Responsibilities

Front Office Administration

• Greet clients and visitors in a professional and friendly manner.
• Answer incoming phone calls, emails, and other inquiries.
• Schedule appointments and coordinate daily office activities.
• Maintain organized filing systems and office records.

Administrative Support

• Prepare, organize, and maintain documentation and reports.
• Assist with data entry and record management.
• Order and manage office supplies as needed.
• Support office staff with various administrative tasks.

Customer Service

• Provide excellent customer service by responding to questions and resolving concerns.
• Communicate clearly with clients regarding appointments, paperwork, and office procedures.
• Maintain confidentiality and professionalism in all interactions.

Financial & Office Coordination

• Process payments and maintain accurate financial records.
• Assist with billing, invoicing, and basic accounting functions as needed.
• Ensure accurate documentation and compliance with office policies.

Compliance & Organization

• Maintain confidentiality of sensitive information and adhere to privacy regulations.
• Ensure office records are accurate, organized, and up to date.
• Support compliance with internal procedures and regulatory requirements.

Prerequisites

• High school diploma or equivalent required.
• Minimum of one year of dental office experience or equivalent administrative experience.
• Experience with Dentrix software is strongly preferred.
• Strong attention to detail and excellent organizational skills.
• Ability to multitask and work efficiently in a fast-paced environment.
• Experience handling payments and maintaining accurate financial records.
• Understanding of HIPAA compliance and patient confidentiality requirements.
• Knowledge of dental insurance and benefit verification is helpful but not required.
• Strong communication, customer service, and computer skills.

Certifications (Preferred, but not Required)

• Dental Office Administration Certification
• HIPAA Compliance Training
• CPR/First Aid Certification
• Microsoft Office Certification
• Customer Service Certification

What the Role Offers

• Competitive salary range of $36,000 – $45,000 annually, based on experience and qualifications
• Comprehensive health, dental, and vision benefits (where applicable)
• Paid vacation, holidays, and personal time off
• Retirement savings plan with company contributions
• Ongoing training and professional development opportunities
• Supportive and collaborative work environment
• Stable full-time employment with opportunities for career growth