Front Office Ambassador
About us
At Arada, we create communities that inspire healthier, happier and more meaningful lives. Through innovative developments, exceptional customer experiences and a commitment to sustainability, we are shaping places where people can live, work and thrive.
Joining Arada means becoming part of a collaborative, ambitious and forward-thinking team dedicated to delivering excellence across every aspect of our business.
Role Purpose:
The Front Office Ambassador is responsible for managing the complete patient journey from the moment the patient arrives at the clinic until completion of the visit or treatment process.
The role focuses on delivering an exceptional in-clinic patient experience while ensuring smooth operational coordination between patients, doctors, and nursing staff. The Front Office Executive is responsible for patient reception, registration, billing, payment processing, appointment coordination for treatments, operational communication, and maintaining premium service standards throughout the patient visit.
The main objective of this role is to ensure operational excellence, provide a seamless patient experience inside the clinic, and support efficient clinic workflow management.
Key Responsibilities:
A. Patient Reception & Check-In
The Front Office Ambassador is responsible for ensuring a professional and smooth welcome experience for every patient entering the clinic.
Responsibilities include:
Welcoming patients upon arrival in a professional and friendly manner.
Verifying scheduled appointments upon patient check-in.
Managing patient arrival and check-in procedures.
Assisting patients with any immediate inquiries upon arrival.
Ensuring smooth patient transition into consultation or treatment process.
Maintaining professional communication and service standards during patient interactions.
Filling the daily report and submitting it to the Clinic Manager at the end of each working day.
B. Walk-In Patient Registration
The Front Office Ambassador is responsible for managing all walk-in patients who arrive without prior booking.
Responsibilities include:
Registering walk-in patients in the clinic system.
Creating patient profiles for new walk-in patients.
Collecting required registration information and documents.
Assisting patients with completing registration forms when required.
Coordinating immediate consultation availability based on doctor schedules.
Ensuring registration process is completed accurately and efficiently.
C. Billing & Payment Processing
The Front Office Ambassador is responsible for all payment collection and billing activities taking place inside the clinic.
Responsibilities include:
Generating invoices for consultations, treatments, and services provided.
Processing payments for all clinic services.
Collecting payments from walk-in patients.
Confirming successful payment transactions.
Closing invoices after payment completion.
Processing approved refunds when authorized by management.
Maintaining billing accuracy at all times.
D. Daily Financial Reconciliation
The Front Office Ambassador is responsible for maintaining proper daily payment reconciliation procedures.
Responsibilities include:
Reviewing daily payment transactions completed during operations.
Ensuring billing records are accurate and properly documented.
Performing end-of-day reconciliation procedures.
Reporting payment discrepancies immediately when identified.
Coordinating with finance team when clarification is required.
E. Patient Journey Coordination Inside Clinic
The Front Office Ambassador acts as the operational coordinator once the patient enters the clinic.
Responsibilities include:
Coordinating communication between patient, doctor, and nursing team.
Managing patient movement between consultation rooms and treatment rooms.
Ensuring smooth operational transition between consultation and treatment stages.
Supporting communication flow between doctors and nurses regarding patient next steps.
Monitoring patient flow to avoid operational delays inside the clinic.
Ensuring efficient clinic workflow throughout the patient visit.
F. Treatment Scheduling & In-Clinic Booking
The Front Office Ambassador is responsible for scheduling all future treatment appointments while the patient is physically present in the clinic.
Responsibilities include:
Scheduling treatment sessions following doctor consultation.
Booking follow-up appointments requested by doctors.
Scheduling treatment packages purchased during clinic visits.
Booking recurring treatment sessions.
Coordinating treatment schedules according to patient availability and clinic capacity.
Confirming future appointments before patient leaves the clinic.
G. Quotations & Service Cost Explanation
The Front Office Ambassador supports patients with treatment cost information after consultation.
Responsibilities include:
Generating quotations for treatments and recommended services.
Explaining treatment pricing after doctor consultation.
Sending quotations when patients request pricing details.
Clarifying package costs when required.
Supporting patients in understanding pricing structures before treatment confirmation.
H. Premium Patient Experience
The Front Office Ambassador plays a key role in maintaining the clinic’s premium service standards and overall patient experience.
Responsibilities include:
Maintaining a welcoming and professional clinic environment.
Managing waiting area experience for all patients.
Offering refreshments when applicable.
Providing service brochures and informational materials when required.
Supporting membership inquiries while patients are physically present at the clinic.
Ensuring every patient experience high service standard throughout the visit.
Assisting VIP patients and ensuring premium service delivery.
Ensure patients complete the clinic feedback survey prior to leaving the clinic in order to collect patient experience insights and support continuous service improvement.
I. Complaint Handling & Incident Reporting
The Front Office Ambassador is responsible for managing patient concerns raised during clinic visits.
Responsibilities include:
Receiving complaints from patients professionally and respectfully.
Documenting patient complaints according to clinic procedures.
Escalating complaints to Clinic Manager when required.
Assisting in documenting operational incidents when they occur.
Coordinating operational follow-up related to complaints or incidents.
Supporting management with resolution process when necessary.
Skills & Competencies
The employee must demonstrate competency in the following areas:
Excellent communication and interpersonal skills.
Customer service excellence.
Professional front desk etiquette.
Billing and payment handling accuracy.
Operational coordination skills.
Strong organizational abilities.
Attention to detail.
Problem-solving and conflict management.
Ability to multitask in a fast-paced environment.
Professionalism and patient-centered service approach.
Team collaboration and coordination.
Hospitality mindset and premium service delivery.
Using GenAI in Your Application Process
To support a fair and consistent experience for all candidates, we ask that assessments and interviews are completed independently and without assistance from generative AI tools. This ensures we understand your strengths, your thinking, and how you approach real situations.
Why join Arada?
At Arada, you'll have the opportunity to contribute to projects that transform communities while working alongside talented professionals in a culture that values innovation, collaboration and continuous growth. We are committed to creating an inclusive workplace where everyone has the opportunity to thrive and make a meaningful impact.
Equal Opportunity Statement
Arada is committed to creating a diverse and inclusive workplace. We welcome applications from all qualified individuals and make employment decisions based on merit, experience and business needs.
- Department
- Fitness and Wellness
- Role
- Club Operations
- Location
- Dubai
- Employment type
- Full-time