Front Office Receptionist- Scheduling Coordinator

Front Office Receptionist + Scheduling Coordinator

On-Site | Chicago | Monday–Friday Lumiere Children’s Therapy

About Lumiere

Lumiere Children’s Therapy is a multidisciplinary pediatric practice dedicated to helping children reach their highest potential through meaningful connection and breakthrough moments. We offer speech, occupational, physical, and behavior therapy, social work, and a therapeutic preschool program all under one roof.

Our front office is the heart of our clinic. It’s where families first feel our culture, our care, and our professionalism.

We’re looking for someone who loves structure, details, and being the calm, capable person who keeps everything running smoothly.

The Role

This is a part-time on-site position in our Chicago location, Monday through Friday.

You’ll be the first point of contact for families and a key part of keeping our clinical schedule organized, accurate, and flowing.

This role is ideal for someone who enjoys:

• Clear systems
• Consistent routines
• Helping others
• Being relied on
• Creating order in a busy environment

What You’ll Do

• Answer phones with warmth, confidence, and professionalism
• Schedule and reschedule appointments across multiple providers
• Maintain clean, accurate calendars and protect the schedule
• Confirm appointments and manage cancellations
• Support intake and onboarding for new families
• Communicate clearly with families about next steps and logistics
• Keep detailed and accurate notes in our systems
• Coordinate with therapists and internal teams
• Keep the front office organized, stocked, and running smoothly
• Catch small details before they become big problems

You’re a Great Fit If You Are

This role is designed for a Coordinator-style personality . Someone steady, organized, service-minded, and detail-oriented.

You likely

• Love organization and systems
• Are naturally reliable and consistent
• Enjoy helping people and being of service
• Stay calm under pressure
• Are excellent on the phone
• Follow processes and procedures easily
• Take pride in doing things correctly the first time
• Feel satisfied when everything is handled and in order

This is not a sales role. It’s a precision, people-care, operations role.

Requirements

• Must be able to work on-site in Chicago, Monday–Friday
• 2+ years experience in front desk, scheduling, customer service, or administrative work
• Strong computer skills and comfort learning new systems
• Excellent communication skills
• High attention to detail and follow-through
• Professional, warm, and emotionally steady

Bonus Points

• Experience in a pediatric, medical, therapy, or healthcare setting
• Experience scheduling for multiple providers
• Familiarity with intake or insurance workflows

What We Offer

• A warm, supportive, family-centered work environment
• Clear expectations and structured training
• A team that values kindness, consistency, and professionalism
• Growth opportunities within a thriving practice
• Competitive pay and benefits based on experience

How to Apply

Complete this link and review the following:

https://go.cultureindex.com/s/M6S2Ozlsvn

Apply and include a short note answering the following as the final page to your resume, please start your note with the words: “Lumiere Front Office”. Please list your answers using numbers (1, 2, 3). Applications will be reviewed in the order received. Please submit your application on any given day between the hours of 10:00am and 5:00 pm CST.

• What systems or scheduling tools have you used?
• Describe a time you had to manage multiple calendars or tasks at once.
• What does “attention to detail” mean to you in a front office role?
• Please include one sentence explaining how you would confirm an appointment with a family.

We also use a brief Culture Index step in our hiring process because fit matters. This role is best for someone who genuinely enjoys coordination, structure, and being a steady presence on a team. Must complete this Culture Index profile to be considered for the role which will be provided to you.