Front Office & Administrative Coordinator

Job Title: Front Desk & Administrative Coordinator

Location: The Grey Circle, ATS Bouquet, Sector 132, Noida

Reports To: MD and Co-founder

Employment Type: Full-time

Job Summary:

The Front Desk & Administrative Executive is the first point of contact for clients, visitors, and staff at The Grey Circle. This role is responsible for managing front desk operations, client coordination, administrative support, and contributing to the overall smooth functioning of the clinic. The ideal candidate will be organized, personable, and capable of handling multiple tasks while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities:

1. Front Desk & Client Services

• Greet and assist clients, visitors, and company staff in a professional and courteous manner.
• Maintain a clean, welcoming, and organized reception area at all times.
• Answer and direct incoming phone calls and messages; respond to inquiries about services, appointment availability, and referrals.
• Schedule and confirm appointments via phone, WhatsApp, and email.
• Coordinate follow-ups and reminders with clients to ensure continuity of care.
• Maintain strict client confidentiality in all communications and documentation.

2. Records & Data Management

• Maintain accurate and up-to-date client records and documents using the clinic's software system.
• Keep detailed records of client sessions for internal tracking and billing.
• Maintain employee leave records and attendance logs.

3. Financial & Billing Support

• Assist in billing procedures and invoice generation.
• Collect payments and issue receipts.

4. Operational & Administrative Support

• Work collaboratively with clinical psychologists and the administrative team to support smooth clinic operations.
• Supervise the office assistant/office boy to ensure timely and proper execution of daily duties.
• Manage inventory and stock of office and clinical supplies; ensure timely procurement within budget constraints.
• Coordinate office cab bookings and maintain related expense records.

Qualifications & Skills:

• Bachelors degree in Business Administration, Healthcare Management, or a related field preferred.
• Prior experience in front desk or administrative roles, preferably in a healthcare or clinic setting.
• Strong communication and interpersonal skills.
• Proficiency in MS Office.
• Ability to multitask, prioritize responsibilities, and handle confidential information with discretion.