Front Desk Receptionist - Clinical Research

American Clinical Research Services Opco LLC • Montclair, CA

3d • $18 - $21 • Onsite

About The Position

The Front Desk Receptionist serves as the first point of contact for study participants, clients, visitors, sponsors, and staff. This role is responsible for creating a welcoming, professional, and organized front office environment that supports the smooth daily operations of the clinical research site. The Front Desk Receptionist manages participant and visitor check-in and check-out, directs clients to the appropriate areas of the office, answers and routes incoming calls, distributes study documents and correspondence, and provides administrative support across the site. This position requires a warm, patient-centered demeanor, exceptional organizational skills, and the ability to maintain strict confidentiality in a HIPAA-regulated clinical environment.

Requirements

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
• 1–2 years of front desk, receptionist, or customer service experience required.
• Spreadsheet Software (Excel)
• Design Software
• Inventory Software
• Project Management Software
• Word Processing Software (Word)
• Electronic Mail Software (Outlook)
• Presentation software (PowerPoint)
• Multi-line phone systems
• Electronic scheduling and calendar management tools
• Must speak, read, and write fluently in both English and Spanish
• Exceptional interpersonal and customer service skills with a warm, professional demeanor and focus on patient experience
• Strong verbal and written communication skills
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and priorities
• Strong organizational and time management skills
• Ability to work independently and as part of a team
• Effective communication and interpersonal skills
• Ability to maintain confidentiality and professionalism
• Ability to exercise sound judgment and decision-making
• Customer service mindset with focus on patient experience
• Ability to follow protocols, SOPs, and regulatory requirements
• Ability to handle high-pressure or fast-paced environments

Nice To Haves

• Associate's Degree (AA) or higher in business administration, healthcare administration, or a related field preferred.
• Experience in a medical, clinical research, or healthcare office setting strongly preferred.
• Experience handling multi-line phone systems and scheduling software preferred.
• Experience with EDC systems (e.g., Medidata Rave, REDCap)
• Experience with CTMS and/or eRegulatory/eTMF platforms (e.g., Veeva)
• Experience with EMR/EHR systems

Responsibilities

• Greet and welcome study participants, clients, visitors, vendors, and sponsor/CRO representatives with a positive, professional, and helpful attitude
• Assist clients and visitors in finding their way around the office; announce clients and direct them to the appropriate staff or area as necessary
• Check in and check out study participants for scheduled visits; notify appropriate research staff of participant arrival promptly
• Maintain workplace security by issuing, checking, and collecting visitor badges as necessary and maintaining accurate visitor logs
• Maintain an organized, clean, and welcoming reception and waiting area at all times
• Answer, screen, forward, and route incoming phone calls in a professional manner; take accurate messages and ensure timely follow-up by appropriate team members
• Respond to general inquiries via phone and email regarding study participation, site location, and visit logistics; refer clinical questions to appropriate research staff
• Schedule, confirm, and reschedule participant and staff appointments in coordination with the clinical research team and study protocols
• Prepare meeting and training rooms; coordinate conference room scheduling and visitor accommodations
• Coordinate with clinical staff to communicate participant transportation needs, delays, or appointment changes
• Sort and distribute incoming mail, packages, courier deliveries, faxes, and study documents to the appropriate clients and staff members in a timely manner
• Assist with preparation of participant materials including appointment reminders, informational packets, and visit instructions
• Assist colleagues with a variety of administrative tasks including copying, faxing, scanning, filing, taking notes, and data entry
• Order and maintain front office and administrative supplies; track inventory and coordinate reorder as needed
• Perform ad-hoc administrative duties as directed by administrative or clinical leadership
• Collect and verify participant identification and required intake forms at check-in; maintain strict confidentiality of all participant information in compliance with HIPAA
• Follow all site safety, infection control, and access protocols; direct visitors to appropriate PPE or screening procedures as required
• Assist in tracking and logging participant visit attendance and no-shows in coordination with the recruitment and clinical teams
• Support audit and inspection readiness, including participation in sponsor audits, regulatory inspections, and internal quality reviews
• Complete all required SOP training and company-required trainings as assigned and when updated
• Maintain all required licenses and certifications and ensure they remain current and in good standing
• Travel to company meetings, site locations, or study-related activities as required
• Perform other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED