WHAT DOES A FRONT DESK ADMINISTRATOR DO?

Published: Mar 18, 2025 – The Front Desk Administrator manages office supply inventory, processes orders efficiently, and ensures cost-effective procurement through annual audits. This position oversees corporate accounts, company merchandise, and special projects while maintaining confidentiality and compliance with procedures. The administrator also maintains a professional reception and mailroom area, ensuring organization, cleanliness, and safety.

A Review of Professional Skills and Functions for Front Desk Administrator

1. Front Desk Administrator Tasks

  • Phone Handling: Answering phones and directing calls
  • Message Taking: Taking detailed messages to medical providers
  • Provider Communication: Communicating directly with several different providers regarding patient outreach
  • Appointment Scheduling: Scheduling appointments using an Electronic Health Record system
  • Patient Greeting: Greeting and checking in with patients
  • Payment Collection: Collecting payments due from patients using a digital credit card machine
  • Payment Logging: Logging patient payments using an Electronic Health Record system
  • Staff Communication: Communicating with other staff members using e-mail and a secure messaging system
  • Printer/Scanner/Fax Use: Using a multifunction printer/scanner/fax
  • Workspace Maintenance: Maintaining a tidy work environment and waiting area
  • Supply Tracking: Tracking office supplies and placing requests for replenishment

2. Front Desk Administrator Functions

  • Call and Email Handling: Answer calls and respond to emails
  • Customer Inquiry Management: Handle customer inquiries both over the phone and by email
  • Information Research: Research required information using available resources
  • Complaint Resolution: Manage and resolve customer complaints
  • Product and Service Information: Provide customers with product and service information
  • Customer Data Entry: Enter new customer information into the system
  • Customer Data Update: Update existing customer information
  • Order Processing: Process orders, forms, and applications
  • Issue Escalation: Identify and escalate priority issues
  • Call Routing: Route calls to the appropriate resource
  • Customer Follow-Up: Follow up customer calls where necessary
  • Call Documentation: Document all call information according to standard operating procedure

3. Front Desk Administrator Details

  • Administrative Support: Provide general administrative support for the Customer Care team
  • Transportation Coordination: Coordinate transportation for guests, if necessary
  • Customer Service: Serve as the face of the company, offering friendly service to those entering the building or calling in on the phone
  • Office Security: Maintain office security by following safety procedures and controlling access via the front desk/door systems
  • Front Desk Maintenance: Keep the front desk clean, tidy, and supplied with all the necessary supplies
  • Guest Greeting: Greet, communicate with, and welcome guests
  • Visitor Assistance: Answer all visitor questions and address their complaints
  • Call Management: Answer all incoming calls and redirect them when needed
  • Mail Receiving: Receive letters and packages and send them to the appropriate destination
  • Outgoing Mail Management: Prepare and manage outgoing mail
  • Mail Processing: Process mail for Customer Service, Finance, and Order Taking departments

4. Front Desk Administrator Roles

  • Inventory Management: Maintain inventory of office and kitchen supplies
  • Event Coordination: Take responsibility for organizing staff events
  • Expense Processing: Process expense claims for staff
  • Special Project Assistance: Assist in special projects as required by client service/administration
  • Travel Arrangements: Take responsibility for making travel arrangements
  • Technology Adaptation: Learn to operate new office technologies as they are developed and implemented
  • Effective Communication: Communicate appropriately and effectively, both over the phone and in person
  • Record Filing: File and maintain electronic records
  • Mail and Delivery Management: Collect, sort, distribute, and prepare mail, messages, and courier deliveries
  • Meeting and Office Maintenance: Maintain meeting room and front office monitors

5. Front Desk Administrator Duties

  • Supply Tracking and Ordering: Track and order office supplies, including checking orders from other departments and offices for cost before approving requests
  • Office Supply Management: Maintain office supplies, keeping supplies stocked and organized in supply cabinets
  • Copier Supply Management: Order ink and other supplies for all leased copiers, and keep a backup supply at all times
  • Pricing Audits: Conduct annual audits to ensure competitive pricing is achieved
  • Inventory Management: Track, order, and maintain an inventory of all Neal Communities shirts/hats
  • Special Project Assistance: Special projects requested by VPHR such as company blood drives, events, and other assignments
  • Corporate Account Management: Maintain a list of corporate accounts that are regularly used (office supplies, UPS, FedEx, etc.)
  • Employee Birthday Coordination: Oversee monthly employee birthday cards
  • Confidentiality and Discretion: Use discretion and confidentiality at all times, as some work may be sensitive
  • Operating Procedures Maintenance: Keep up to date with a complete operating procedure book for all FDA responsibilities and procedures
  • Reception and Mailroom Maintenance: Maintain a clean and safe reception and mailroom area
Relevant Information
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