Administrative Support Receptionist

Job Title: Administrative Support ReceptionistJob Description

The Administrative Support Receptionist provides front-desk and clerical support for a busy medical department. This role manages incoming calls, organizes medical records, supports scheduling and documentation needs, and ensures that office operations run smoothly and efficiently. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Responsibilities

• Serve as the primary receptionist for the medical department, greeting visitors and providing courteous front-desk support.
• Answer incoming telephone calls, take accurate messages, forward calls to the appropriate staff, and place outgoing calls as needed.
• File all paperwork from the alpha bin and pull medical charts as required to support clinical and administrative activities.
• Print Sedgwick emails, place them in the appropriate charts, and delete messages or letters in error or cancelled status as directed.
• Sort and assist in collecting FMLA forms, ensuring they are properly organized and routed.
• Copy medical records for OGC, workers’ compensation litigation requests, and employee requests, ensuring completion within required timeframes (such as 15 days).
• Provide medical charts to workers’ compensation staff for copying in response to subpoenas and maintain a detailed log of released records and checks received.
• Prepare and provide invoices for medical services and general office supplies to the controller’s office in a timely and accurate manner.
• Facilitate MRI and follow-up appointments by coordinating scheduling and notifying employees and relevant staff.
• Order and maintain adequate inventory of office and clerical supplies to support daily operations.
• Copy and stock medical forms so they are readily available for staff use.
• Pull inactive files from activity in July, ship them to pre-employment facilities, and record receipt of records on the appropriate log.
• Contact facilities or building services for medical department issues such as lighting, water, and cleaning needs.
• Maintain an accession report for incoming, outgoing, and transferred records to ensure accurate tracking and documentation.
• Verify doctor statements as needed to support documentation accuracy and compliance.
• Arrange employee taxi transportation when requested, following established procedures.
• Keep office space clean, tidy, and organized to present a professional and efficient work environment.
• Perform data entry, scanning, and general administrative support tasks as required.
• Support appointment scheduling activities and general customer service needs for the medical office.
• Complete other duties as assigned to support the medical department and overall administrative operations.

Essential Skills

• Exceptional organizational and administrative skills with strong attention to detail.
• Ability to multitask effectively and manage multiple priorities in a busy environment.
• Strong communication skills, both written and verbal, to interact professionally with employees, visitors, and medical staff.
• Previous clerical or office experience in an administrative support or receptionist role.
• Proficiency with Microsoft Office programs, including common applications used for documents, spreadsheets, and email.
• Experience with administrative support functions such as data entry, filing, scanning, and record management.
• Customer service skills and a professional telephone manner.
• Ability to handle confidential medical information with discretion and professionalism.

Additional Skills & Qualifications

• Experience working in a medical setting is preferred.
• Medical background such as Medical Assistant (MA), Patient Care Technician (PCT), or similar is preferred.
• Experience in a medical office administration or medical office support environment is an advantage.
• Familiarity with workers’ compensation processes, FMLA forms, and medical records handling is beneficial.
• Comfort with appointment scheduling and coordinating services such as MRI and follow-up visits.
• Ability to work independently, stay proactive, and support changing departmental needs.

Work Environment

This is an onsite role based in a medical office environment, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The position involves continuous interaction with staff and visitors at the front desk, frequent use of computers and Microsoft Office programs, and regular handling of paper files, medical charts, and office equipment such as copiers and scanners. The work requires maintaining a clean, organized, and professional office space and collaborating closely with medical and administrative personnel in a structured, daytime schedule.

Job Type & Location

This is a Contract position based out of Chicago, IL.

Pay and Benefits

The pay range for this position is $23.00 - $23.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job
classification and length of employment. Benefits are subject to change and may be
subject to specific elections, plan, or program terms. If eligible, the benefits
available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Chicago,IL.

Application Deadline

This position is anticipated to close on Sep 23, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.