Chantilly Office Administrative & Client Support Specialist

Administrative Support / Medical Office Receptionist Full-Time | Chantilly, VA Expected Start Timeline:

We are ideally seeking a candidate who can begin onboarding in July 2026.

This role is ideal for someone with medical office receptionist experience who thrives in a fast-paced, multi-department environment and enjoys working closely with patients, therapists, and mobility specialists.

Experience or familiarity with occupational therapy, driver rehabilitation, or medical scheduling is highly preferred.

This role serves as the face of DRCE, welcoming clients, coordinating schedules, managing communication, and supporting daily operations across three departments:

• Driver Rehabilitation Services
• Vehicle Modifications
• Vehicle Sales

You will play a critical role in ensuring a smooth, professional, and positive experience for every client who walks through our doors.

• Greet and check in clients; provide a welcoming and professional first impression
• Serve as the primary point of contact for in-person visitors, phone calls, and messages
• Manage a high volume of calls, texts, and inquiries across multiple departments
• Ensure lobby and front office areas are clean, organized, and client-ready

• Schedule driver evaluations and training sessions
• Coordinate calendars for therapists and staff
• Communicate appointment details clearly with clients and referral sources
• Adapt quickly to schedule changes and urgent requests

• Process and distribute incoming faxes and documentation
• Handle DMV-related paperwork (forms, extensions, test requests, restrictions)
• Assist with reports to referring providers and medical review entities
• Maintain accurate and compliant client records (HIPAA compliant)

• Collect client payments and maintain tracking logs
• Support administrative workflows including filing, scanning, and invoicing

• Assist with light vehicle coordination (fueling, car wash, inspections)
• Support team operations and participate in meetings
• Help maintain efficient workflows across departments

• Experience as a medical office receptionist, front desk coordinator, or healthcare admin
• Familiarity with occupational therapy, rehabilitation services, or medical scheduling
• Experience working in a multi-provider or fast-paced clinical environment

• Strong customer service and interpersonal skills
• Confident, professional presence as the face of the company
• Ability to multi-task and stay organized in a fast-paced environment
• Quick learner with the ability to adapt to change and new systems
• Excellent communication skills (phone, email, in-person)
• Strong attention to detail and follow-through

• Proficiency with Google Workspace (Docs, Sheets, Gmail, etc.)
• High School Diploma or GED
• Valid Driver’s License
• Ability to work Monday–Friday, 9:00 AM – 5:00 PM

• Standard office environment with moderate noise
• Occasional standing, walking, and light lifting (up to 25 lbs)
• Frequent computer and phone use

• Paid Holidays
• Paid Time Off (PTO)
• Sick Time
• Healthcare Benefits
• Supportive and team-oriented work environment
• Opportunities for growth and development within DRCE

Hourly compensation is negotiable based on experience and qualifications.