Medical Office Administrator

1 week ago

Dandenong, Australia Aesthetics and Skin Institute Full time

A successful client excellence coordinator will create an exceptional experience both for the professional team and the clients while focusing on efficient and effective internal workflow. The client excellence coordinator is the ultimate conductor to keeping workflow operations organized, efficient, and smooth. Day to day, you will provide support administrative assistance to the professional team, which might include making & returning phone calls, organizing workflow schedules, making appointments, managing office supplies, and whatever else it takes to help your team be more productive. As such, it is important to be personable, professional, and helpful when working in this position. You will carry out this role with a goal of complete satisfaction.

**Job Summary**: We are seeking a highly organized and proactive Office manager to join our team. The office menager will be responsible for providing support to our clients and internal teams to ensure the efficient delivery of services. This role requires exceptional communication and organizational skills, as well as the ability to work collaboratively in a fast-paced environment. This is a newly created role within our business and will be an addition to our current administration team.

**Competencies Required**:
The following competencies are required for this position:
Communication
- Excellent communication and client service skills
- Willingness to accept and give constructive feedback for improvement
- Ability to be open and honest

Teamwork
- Ability to perform as part of a team
- Be a team player - offering support and assistance
- Always act in the best interest of the team

Problem solving
- Flexible, positive, ‘can do’ attitude
- Ability to take ownership and make decisions

Self-Management
- Ability to work without supervision and with mínimal direction
- Ability to make decisions and take action
- Be accountable and take responsibility

Planning and organising
- High level of time management and organisational skills
- Ability to effectively manage several activities at any time

Technology
- Ability to demonstrate a range of IT skills
- Ability to pick up new systems quickly Learning
- Ability to ask for help when needed
- Be proactive with own learning Initiative and enterprise
- Ability to use initiative to solve challenges and innovate for continual improvement

General
- Attention to detail and quality control
- Participate and contribute to team meetings
- Always focused on what is best for the business and how we can provide value to our clients and each other

**General Responsibilities**:

- Serve as the main point of contact for client inquiries and requests, responding promptly and professionally
- Build rapport with clients by engaging with them in an inviting, friendly, and professional manner, to deliver exceptional experiences nurture lasting relationships
- Respond quickly, professionally, and accurately to all inquiries regarding appointments, assistance, work in, invoicing, payments, status requests, complaints, feedback
- Coordinate and schedule client meetings and appointments, ensuring all parties are informed and prepared
- Plan and orchestrate work to ensure the workflow priorities are met, organizational goals are achieved, and best practices are upheld
- Manage professional and personal scheduling for professional team in relation to workflow tasks
- Liaising between clients and accounting team members to ensure deadlines are met
- Assist with client onboarding and offboarding processes, maintain accurate client records and documentation.
- General administration duties for the accounting team
- Continuously improve processes and procedures to enhance client satisfaction and retention.

**Qualifications**:

- A proven track record of administration excellence, demonstrating initiative and exceptional customer service is essential.
- Excellent communication and interpersonal skills
- Strong organizational and project management skills
- You have high attention to detail and a commitment to ensure things are done thoroughly and completed to an exceptional standard.
- You have high integrity; you are a team player, and you get along well with people.
- Strong problem-solving skills and ability to think creatively

**Job Types**: Full-time, Permanent

**Salary**: $60,000.00 - $70,000.00 per year

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Dandenong, VIC 3175: Reliably commute or planning to relocate before starting work (required)

Work Authorisation:

- Australia (required)

Work Location: In person

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