Front Office Receptionist

Key Duties & Responsibilities:

• Reception & Client Handling – Welcome clients, patients, visitors, students, and guests professionally and understand the purpose of their visit. Maintain a friendly, respectful, and supportive atmosphere at the reception.
• Calls & Enquiries – Attend incoming telephone calls, WhatsApp enquiries, and general queries promptly. Provide accurate information about Hugcare services and transfer calls to the appropriate department when required.
• Appointment Management – Schedule, confirm, reschedule, and cancel appointments for psychologists, counsellors, psychiatrists, and other professionals. Maintain an accurate daily appointment schedule and follow up with clients when necessary.
• Patient/Client Registration – Complete new client registrations, verify required details, maintain records, and ensure documentation is properly filed and updated.
• Front Office Administration – Maintain visitor registers, appointment records, incoming/outgoing correspondence, courier records, and other front-office documents. Keep the reception area organized and professional.
• Billing & Payment Coordination – Assist with invoices, receipts, payment collection, and payment confirmation according to company procedures. Coordinate with the accounts department and maintain accurate transaction records.
• Department Coordination – Communicate effectively with psychologists, HR, administration, accounts, marketing, and management to ensure smooth daily operations.
• Service Information – Clearly explain available services such as counselling, psychological consultations, corporate wellness programs, internships, training programs, camps, workshops, and other Hugcare services.
• Follow-up Responsibilities – Follow up on appointments, enquiries, pending registrations, payments, internship enquiries, and other assigned leads while maintaining professional communication.
• Confidentiality & Professional Conduct – Maintain strict confidentiality regarding client/patient information, counselling appointments, records, and internal company matters. Sensitive information should only be shared with authorized personnel.
• Complaint Handling – Listen respectfully to client concerns and complaints, document them appropriately, and escalate serious or unresolved matters to the responsible manager.
• Office Readiness – Ensure the reception and waiting areas are clean, organized, and ready before operations begin. Coordinate with housekeeping or administration when required.
• Daily Reporting – Prepare daily reports covering appointments, visitors, enquiries, calls, collections, follow-ups, cancellations, and other activities requested by management.
• Punctuality & Grooming – Report to duty on time and maintain professional attire, personal grooming, communication, and workplace behaviour.
• Additional Responsibilities – Perform other reasonable front-office and administrative duties assigned by the Branch Manager, HR Manager, or Management.

Pay: ₹12,000.00 - ₹14,000.00 per month

Benefits:

• Cell phone reimbursement
• Internet reimbursement

Work Location: In person