Front Office Coordinator

2 days ago

Sydney, New South Wales, Australia Menai Orthodontics Full time $60,000 - $80,000 per year

Are you a natural communicator with a polished, warm approach to patient experience? Would you like to join a reputable, long-established orthodontic practice with well-structured processes and consistent standards - then this role could be exactly what you're looking for.


About the Practice

Our practice has been operating in Menai since 2000 and is led by two principal orthodontists who strive to provide the highest level of individual orthodontic care to their patients. The practice team is tight knit, sharing values of compassion, integrity, and excellence. Professionalism is paired with personality—we celebrate wins together and genuinely enjoy working as a team.


About the Role

We're seeking a well-presented, proactive and personable Front Office Coordinator / Receptionist to be the welcoming face and driving force behind our front desk operation. This is more than your average reception gig—we're looking for someone who can help us elevate the entire patient experience and contribute to the long-term success of our practice. You'll work closely with Admin and Clinical staff as well as the Practice and Business Managers to keep everything on the front desk running like clockwork.

Key Responsibilities:

  • Oversee and coordinate day to day management of the front-desk
  • Deliver patient check-in/out with warmth and professionalism
  • Answer calls, emails and manage all front desk correspondence – ensuring follow through to completion
  • Manage the E2E appointment process – scheduling new appointments, recalls, follow-ups, text-confirmations
  • Monitor appointment availability and priority lists – regularly communicate with Practice Manager and Clinic on appointments adds and changes
  • Prepare contracts and treatment agreements – ensuring accuracy
  • Handling payments and banking
  • Maintain accurate records on all patient interactions – ensuring compliance to practice and industry standards
  • Provide regular reporting on appointment performance – cancellations, no-shows etc
  • Continuously assess front-desk operations for ways to improve process
  • Maintain and control front desk / office expenses – stationary orders, kitchen supplies etc
  • Ad hoc duties / activities as required

What you'll love

  • Hourly rate dependent on experience
  • 9-day fortnight (1 x RDO)
  • Mon–Fri 7:45am–5:15pm (No weekends)

· Working alongside another receptionist

  • Immediate start available

What About You...

  • You're polished, reliable, and highly organised
  • You have 3+ years of reception experience (dental / orthodontic background preferred – not essential)

· You're calm under pressure, and agile - ability to run the desk solo with confidence is essential.

  • You take initiative, know how to juggle multiple tasks and still smile through it

Are you interested...

If you're ready to take on a dynamic role with purpose, challenge, and opportunity – we'd love to hear from you. Please submit:

· A tailored cover letter

· Your updated resume

· Feel free to send a short 60 second video introducing yourself (not essential)


Mandatory Requirements

  • Full working rights in Australia
  • Work on-site (9 days per fortnight)

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