Administrative Assistant/Receptionist

Job Overview

Vinyard Institute of Plastic Surgery, a highly respected and sought after Cosmetic Plastic Surgery practice in Port Saint Lucie, FL is expanding and searching for an Administrative Assistant to join our team of VIPS! We pride ourselves on our commitment to the patient experience and unrivaled customer service. Our practice is looking for a confident, polished and competent individual to serve as the, “face,” of our treasured practice while providing our patients with the VIP experience we are known for.

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The ideal candidate for this position will be an enthusiastic and driven professional who is able to undertake and accurately execute a variety of office support tasks while maintaining poise under pressure. The candidate will work with a high level of attention to detail and discretion while also ensuring tasks are completed timely and accurately.
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Job Responsibilities

Duties include but are not limited to:

• Receive Visitors

• greet visitors appropriately

• determine visitor needs in a professional manner

• offer refreshments to visitors where appropriate

• direct visitors to correct person

• hand out appropriate literature and information & forms to be filled out by patient check for accuracy and completion

• Answer Phone Calls

• answer and address incoming phone calls in a timely, professional and polite manner

• clearly determine the purpose of the call

• deal with queries and provide correct information

• forward calls to appropriate team members

• take and deliver messages accurately and completely

• Manage Mail

• sort and distribute incoming mail

• prepare outgoing mail for pick-up or courier

• organize courier deliveries

• Clerical Duties

• photocopy and collate documents

• fax documents

• file documents accurately

• maintain equipment and report any malfunctions

• prepare procedure quotes and take payments

• enter customer data and send correspondence

• Secretarial Support

• utilize patient management software

• prepare correspondence and documents

• update databases

• organize mailings

• pick up/drop off office supplies, meals, bank deposits, etc.

• Office Management Support

• navigate and utilize a variety of computer programs including POS system

• process payments accurately and according to policies

• schedule and confirm patient appointments

• track and control inventory and supplies

• Marketing/Business Development Support

• prepare patient/lead correspondence and ensure mailing

• collate patient photographs and accurately upload them onto various marketing portals

• assist in preparation of various marketing materials using designs applications such as Canva, Photoshop, etc.

• effectively and efficiently handle incoming lead calls and schedule consultation appointments

• assist with content creation for various social media platforms and accurately and efficiently post content

• Office Maintenance

• maintaining a pristine office environment

• Sanitizing and cleaning respective areas daily (this includes but is not limited to: mopping, bathroom cleaning, removal of trash, and cleaning of surgical equipment)

• take inventory of supplies and restock as needed

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Qualifications/Skills:

• Personal Presentation

• maintain a neat and well-groomed appearance

• maintain an attentive posture

• respond professionally to visitors and callers

• exude a friendly demeanor

• Practice Representation

• maintain confidentiality and show discretion

• adhere to company policies and procedures

• represent practice in an ethical and professional manner

• promote and maintain practice branding and culture

• maintain poise under pressure

• Communication Skills

• communicate effectively using correct grammar and spelling

• communicate verbally with confidence and clarity

• ask effective questions

• listen actively and respond with empathy

• follow instructions properly

• understand and respond to non-verbal signals

• Customer Service Orientation

• create Raving Fans

• interpersonal savvy

• handle pressure with poise and confidence

• Work Management

• set priorities, plan and organize tasks

• find and use resources effectively

• pay attention to detail

• complete tasks on time

• utilization of an advanced level of accuracy and attention to detail

• Computer Skills

• knowledge of Microsoft Office, Email, Social Media & Internet Applications

• type 60WPM

• ability to perform multiple and diverse tasks simultaneously

• quickly learn and navigate a variety of computer applications and programs

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Education/Experience Requirements:

• 2+ years of experience in hospitality, retail or other customer service related fields

• High School Diploma or equivalent required

• Associates or Bachelor’s degree preferred

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Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Language:

• Spanish (Preferred)

Ability to Relocate:

• Port Saint Lucie, FL 34986: Relocate before starting work (Required)

Work Location: In person