Front Desk Supervisor

About Vive Adolescent Care

Vive Adolescent Care is a residential treatment center dedicated to helping adolescents heal, grow, and thrive. Our team is committed to providing exceptional care, creating meaningful experiences for clients and families, and fostering a culture of accountability, teamwork, and excellence.

We are seeking a highly organized, professional, and customer-service-focused Front Desk Supervisor to lead and coordinate front office operations while maintaining full-time front desk coverage. This role is ideal for someone who thrives in a fast-paced environment, enjoys creating efficient systems, and takes pride in providing exceptional service to clients, families, visitors, and staff.

• Monday–Friday
• 8:30 AM–5:00 PM

• $20.00–$24.00 per hour
• Full-Time Position
• Benefits available

Executive Administrator

• Maintain full-time front desk coverage during business hours
• Answer and route incoming phone calls professionally and efficiently
• Greet visitors, vendors, families, and applicants
• Manage front door access and visitor check-in procedures
• Coordinate interview schedules and candidate arrivals with HR and Administration
• Facilitate client on-campus and off-campus visit logistics
• Manage conference room scheduling and reservations
• Coordinate client mail and email processes, including receiving, documenting, and distributing correspondence
• Maintain a welcoming, professional, and organized front office environment
• Serve as the primary point of contact for visitors and incoming inquiries

• Coordinate weekend and holiday front desk coverage
• Assist with onboarding and training front desk staff
• Establish consistency in front desk procedures and expectations
• Monitor front desk performance and identify opportunities for improvement
• Maintain front desk manuals, process documents, and operational checklists
• Ensure monthly sign-in sheets are scanned, organized, and uploaded appropriately

• Complete and track weekly front desk audits, including:
• Phone call audits
• On-campus and off-campus visit documentation audits
• Admission belongings audits
• Client mail and email documentation audits
  
  Visitor sign-in and confidentiality audits
• Complete weekly cleanliness audits
• Implement corrective actions when deficiencies are identified
• Maintain audit records for leadership review and process improvement initiatives

• Manage all incoming and outgoing company mail
• Sort and distribute mail to appropriate departments
• Log and track incoming insurance information for clients
• Process and distribute Explanation of Benefits (EOBs), insurance correspondence, and related documents
• Route insurance payments and billing documentation to appropriate departments
• Assist with Accounts Payable mail processing and billing distribution
• Maintain accurate mail logs and documentation
• Manage USPS Click‑N‑Ship account activities
• Order USPS supplies and mailing materials
• Coordinate certified mail and special mailing requests

• Conduct weekly office inventory counts
• Maintain inventory tracking systems
• Order office supplies and materials as needed
• Monitor inventory levels and proactively replenish supplies
• Ensure administrative staff have the resources needed to perform their roles effectively

• Coordinate employee apparel, company merchandise, and branded materials
• Organize and maintain client medical file filing systems
• Manage Frontline Snack Pack inventory and distribution
• Support administrative process improvement initiatives
• Assist with special projects and company events as assigned

• Partner with Facilities to:
• Monitor building cleanliness and presentation
• Identify maintenance concerns
• Ensure doors, locks, and access systems remain operational
• Report and follow up on facility-related issues
• Maintain a welcoming and professional environment throughout the facility

• High school diploma or equivalent
• Minimum 2 years of administrative, front office, customer service, or office management experience
• Strong organizational and…