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Front Office Coordinator / Booking Coordinator

Employment Hero -
Sydney NSW

Apply Now

Job Details

Permanent | Full-time
8 hours ago

Qualifications

Microsoft Excel
Management
Customer service
Call centre
Medical scheduling
Administrative experience
Organisational skills
AI
Communication skills
Time management

Full Job Description

AI Job Summary

Previous experience in high-volume bookings, scheduling, reception, call-centre, or administration roles.
Experience proactively confirming appointments via phone, SMS, and email to reduce cancellations and no-shows.
Ability to work on-site full time at the Chatswood clinic.

Role Type

On-site • Permanent • Full-time • Intermediate / Qualified Level

Description

At Dental Boutique, we don’t just provide dentistry — we create life-changing experiences. With over 50,000 smile transformations across Australia and New Zealand, we are a premium, award-winning dental group known for exceptional care, innovation, and artistry.

We’re now seeking a Full-time On-site aFront Office Coordinator/Booking Coordinator to join our Chatswood clinic, playing a vital role in managing and optimising patient appointments!

About the Role

As a Full-time Front Office Coordinator/Booking Coordinator, you will be on-site and responsible for managing the clinic’s appointment schedule, ensuring bookings are accurate, well-balanced, and running efficiently each day. You’ll work closely with the front office and clinical teams to proactively confirm appointments, minimise patient cancellations and no-shows, and support smooth clinic operations.

This role suits someone who thrives in a fast-paced, service-driven environment and takes pride in organisation, communication, and attention to detail.

Key Responsibilities

Patient Bookings & Appointment Management

Schedule and manage new and existing patient appointments with accuracy and care
Proactively confirm appointments via phone, SMS, and email to reduce patient cancellations and no-shows
Optimise daily appointment books to maximise chair utilisation and clinic flow
Manage cancellations and rebookings promptly, ensuring patients feel supported and informed

Patient Engagement & Communication

Manage inbound and outbound patient communications in a warm, professional manner
Clearly explain Dental Boutique’s services, processes, and value proposition
Build rapport and trust, ensuring patients feel confident and cared for throughout their booking journey

Operational & Administrative Support

Maintain accurate patient records and booking documentation
Ensure administrative workflows, confirmations, and follow-ups are completed efficiently
Support front office operations and general administrative tasks as required

Team Collaboration & Culture

Work closely with Front Office Coordinators, Patient Coordinators, and clinical teams
Share insights on booking trends and patient needs to support operational efficiency
Contribute positively to team culture, meetings, and ongoing training

What We’re Looking For

Experience

Previous experience in a high-volume bookings, scheduling (highly regarded), reception, call-centre, or administration role
Experience within customer service, healthcare, wellness, or luxury service environments highly regarded
Confident handling phone calls, scheduling systems, and patient enquiries

Skills & Attributes

Warm, confident, and professional communication style
Strong organisational skills, time management and exceptional attention to detail
Strong book management, appointments scheduling and administration skills
Proactive, solutions-focused, critical thinking, and able to manage competing priorities

What truly sets us apart are the values that drive everything we do:

Above and Beyond

Exceed all patients’ expectations
Take initiative and ownership
Pay attention to details
Strive for exceptional outcomes in everything you do

Excel with Passion and Care

Embrace constructive feedback and continuous growth
Show kindness and empathy to patients and teammates
Bring passion and positivity into your work by loving what you do

Positivity and Happiness

Treat patients and colleagues with care and respect
Work proactively and independently when needed
Take accountability and follow through with urgency
Contribute positively as a supportive team player

Embracing these values creates a foundation where our people and clients are motivated, valued, and empowered to grow with confidence and well-being.

How to Apply:

If you’re ready to make an impact as a Bookings Coordinator, we’d love to hear from you!

Please submit your resume and a cover letter detailing your relevant experience (we highly regard bookings and scheduling experience)

Apply Now

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