Overview
Our client in Belleville, a growing orthodontic office, has an opening for a Front Desk & Administrative Coordinator
Position Summary
The Front Desk & Administrative Coordinator is essential to maintaining smooth daily operations within a fast paced orthodontic practice. This role provides exceptional patient service, efficient administrative support, and reliable coordination between patients, dental offices, and the clinical team. It ensures accuracy in scheduling, financial processes, and patient communication while delivering a welcoming and professional experience both in person and over the phone.
Key Responsibilities
Patient communication (phones, voicemails, emails)
Manage all incoming and outgoing communication with professionalism and efficiency.
Appointment & consultation booking using TOPS
Schedule appointments accurately and maintain organized patient flow.
Patient intake & new patient entry
Complete new patient setup, update records, and ensure accurate data entry.
Payments, receipts, Moneris/credit card balancing
Process payments, issue receipts, and complete daily reconciliation of payment systems.
Financial contracts & monthly payment setup
Prepare financial agreements and assist patients with payment plan arrangements.
Correspondence with dental offices
Communicate treatment updates, referrals, and documentation as needed.
General front desk & administrative support
Support daily office operations and maintain an organized, welcoming reception area.
Qualifications & Experience
Post secondary education
Minimum 2–5 years of experience in a fast paced receptionist, dental, orthodontic, or medical office environment preferred.
Experience with or ability to learn:
o* TOPS orthodontic scheduling software*
o* Multi line phone systems*
o* Moneris/payment terminals*
o* Credit card processing systems*
o* Computer and software savvy*
Strong multitasking and organizational abilities
Excellent verbal and written communication skills
Professional, compassionate approach to patient care
Ability to work efficiently in a fast paced environment
High attention to detail, especially with scheduling and financial transactions
Strong problem solving and time management skills
If this sounds like the perfect opportunity for you, please apply in confidence.
Ability to handle confidential patient information with professionalism
Team oriented mindset with adaptability to changing priorities
Comfortable managing payment systems, contracts, and administrative duties simultaneously
Benefits:
Work Location: In person
