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Do you thrive on keeping things organized, running smoothly, and making a real impact behind the scenes? If you’re a proactive problem-solver with a heart for mental health and a mind for systems — this role is calling your name.
Our client is a psychologist-led small business specializing in evidence-based ADHD and child therapy.
They are looking for a detail-oriented, proactive Administrative & Client Services Coordinator who can manage priorities independently while supporting clients, therapists, and community relationships.
Key Responsibilities
Client Support & Intake
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Respond to inquiries (phone, email, Asana, Wix) within 24 hours.
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Be informed about company processes, how to respond to various questions, know when to refer out or schedule.
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Screen new clients honestly about services; provide referrals when needed.
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Manage age-specific scheduling protocols (children, teens, adults).
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Set up client portals, send paperwork/welcome docs, and enable reminders.
Therapist & Team Support
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Support therapists by addressing admin/logistical barriers.
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Assist with clinic note-taking (documenting cancellations, calls, updates, write brief notes that will be part of client records when needed).
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Schedule internal meetings and coordinate with outside providers.
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Understand CPT codes for accurate scheduling and communication.
Office Operations
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Open/close office per protocol (mail, lights, white noise, fish, tidying, security).
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Maintain a clean, professional environment (waiting room, offices, kitchen, bathroom).
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Manage supplies and complete routine cleaning (garbages, dishes, vacuuming).
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Track documentation in EHR and Asana.
Community & Reputation
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Maintain and grow relationships with schools, pediatricians, and psychiatrists.
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Use times with low inquiries to seek opportunities for the organization to give back (e.g., the hiring manager’s peaking engagement), marketing, or refining systemic processes to increase automaticity / ease of internal processes.
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Represent the organization professionally and accurately in all interactions.
Qualifications
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Strong organizational and multitasking skills; able to work independently, and task switch as needed, with accountability (and while completing all days at day end).
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Excellent, effective communication — warm but boundaried, able to redirect calls and keep consults on track. Also able to goal set, check in, and manage time within communication
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Comfort interacting with families and community professionals.
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Attention to detail and follow-through in scheduling, documentation, and workflows.
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Experience in healthcare/behavioral health administration preferred.
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Familiarity with Asana, OneDrive, and Confluence a plus.
REASON FOR NEED: Vacancy
LENGTH OF ASSIGNMENT: Temp to Hire
START DATE: asap pending interviews
PAY RATE: $18/hr
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