Front Office Coordinator / Booking Coordinator

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.

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Role Type

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

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

• 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)