Scheduler/Front Office Coordinator

LifeSpan Medicine; Santa Monica (CA); On-site; USD 20,664 - 27,552; Full time

Benefits offered by this job

Healthy benefits package

Vision and dental

Matching 401k

Vacation

Parking

Job summary

LifeSpan Medicine is seeking a Front Desk Coordinator at our Santa Monica location. This full-time role focuses on providing exceptional customer service and maintaining high standards in patient care and office organization.

The ideal candidate will possess strong organizational skills and a positive attitude, with the ability to multitask effectively in a fast-paced environment. Responsibilities include scheduling, managing client interactions, and maintaining administrative records. We offer a competitive compensation package and a supportive team culture.

Qualifications

• Excellent interpersonal skills and a positive attitude.
• Ability to manage multiple tasks and stay organized.
• Professional demeanor and excellent communication skills.

Responsibilities

• Schedule and manage client visits promptly.
• Answer phone calls and triage requests.
• Greet clients and manage check-ins and check-outs.
• Maintain inventory and supply management.
• Create and maintain administrative documents.

Skills

Organizational skills

Communication skills

Customer service

Initiative

Attention to detail

Education

Bachelor’s degree preferred

2 years administrative office experience

2 years customer service experience

Tools

Microsoft Office

Spreadsheets

Job description

Seeking perfectionists! We are a world‑renowned medical practice focused on preventive care. We are a fast‑paced concierge practice that provides cutting‑edge innovative healthcare services to our VIP clientele. Our clients expect exceptional service and we are always looking to not only meet but exceed their expectations at every turn.

Each team member that we welcome on board is expected to hold themselves to the highest standards in patient care, professionalism and customer service.

Job Description

This is an amazing opportunity to join our exclusive facility. We need a like‑minded and customer‑service oriented individual who is committed to upholding the high standards we provide for all our clients. This is a full time position for a Front Desk Coordinator.

We're looking for a professional with a positive attitude. Common sense, initiative and a willingness to take action are necessary to complete the tasks and duties in our office. You will work with a wide variety of clientele — the ideal candidate will be comfortable multitasking, have good communication skills and contribute a helpful and positive attitude to our work environment. A strong work ethic and a high regard for patient confidentiality are a must.

• Heavy scheduling: You must have an extreme sense of urgency in scheduling visits for clients and be able to expedite and accommodate scheduling requests. You must be resourceful and consider multiple factors when scheduling visits to create an efficient easy schedule for clients.
• Answer and triage phone calls
• Greet and host clients in office
• Check in/Check out including payment and other administrative items
• Answer client questions and follow up on requests
• Inventory and supply management
• Schedule management: scheduling and appointment confirmations
• Administrative work as assigned
• Creation and maintenance of spreadsheets, forms and checklists for personal use
• Prepare and complete all paperwork
• Point of liaison between team, client and outside facility and clients
• Ability to manage many follow up tasks to completion without dropping the ball.
• Ability to stay organized and follow up.

Ensure client has the best experience possible from beginning to end, great follow up from their visits and get everything they need.

Qualifications

• Bachelor’s degree preferred, but we will consider Associates or other schooling equivalent experience.
• Minimum of 2 years administrative office experience
• Minimum of 2 years customer service experience
• Medical experience not required
• Professionalism and maturity in speech and demeanor is required
• Highly organized with a dedication to follow through and an ability to proactively anticipate needs
• Demonstrated written and oral communication skills, and excellent interpersonal skills
• Excellent computer and typing skills
• Must be a team player and also capable of working independently
• Ability to thrive in a fast‑paced, detail‑oriented environment
• Available to work as needed based on our client schedule
• Must be reliable and punctual with own transportation.
• Strict confidentiality and discretion

Additional Information

Healthy benefits package, vision and dental, matching 401k, vacation, parking.

Compensation: $15-$20/hr DOE

We are an Equal Opportunity Employer.