Administrative Coordinator

Lighthouse Behavioral Health Solutions•Whitehall, OH

12d•$19 - $24•Onsite

About The Position

The Administrative Coordinator plays a crucial role in ensuring the smooth operation of the facility by managing administrative tasks, safety protocols, and client interactions. The ideal candidate will be organized, proactive, and able to multitask in a fast-paced environment. They will work closely with staff and clients to provide a safe, welcoming, and efficient facility that supports the goals of Lighthouse Behavioral Health Solutions.

Requirements

High School Diploma or Equivalent
2+ years previous experience in customer service and office administration
Proficiency with Microsoft Office Suite (Outlook, Teams, Excel, Word)
Exceptional attention to detail and time management skills
Strong communication and interpersonal skills
Attention to detail and problem-solving skills
Ability to multitask and prioritize tasks effectively
Must pass BCI check, all Corporate Compliance checks, and employment drug screen

Nice To Haves

Bachelor’s degree in business or healthcare administration
Previous experience in healthcare or behavioral health
Familiarity with Ethico or similar incident reporting platforms

Responsibilities

Ensure building safety by managing safety drills, maintaining the data safety binder, and overseeing compliance with safety protocols
Provide building safety training to all new facility staff
Upload and manage incident reports through the Ethico platform, ensuring timely and accurate documentation
Answer incoming calls promptly and professionally, directing them to the appropriate staff or department
Manage the lobby area to ensure it is welcoming, organized, and stocked with necessary documentation
Schedule, reschedule, and cancel appointments as needed. Provide reminder calls to clients for upcoming appointments
Schedule medical appointments for clients and assist in managing transportation or other logistics as needed
Oversee and manage make up group (MUG) lists to ensure accuracy and compliance
Maintain a high standard of cleanliness and order in the facility
Ensure brand consistency, report maintenance issues, and manage required documentation in the lobby
Oversee cleaning operations by managing the cleaning checklist and maintaining communication with cleaning vendor
Submit maintenance requests and follow up as needed
Order, manage, and organize office and facility supplies to ensure the facility is well-stocked
Ensures that office activities comply with LBHS policies and procedures
Manages delivery of mail and/or packages to appropriate parties, making sure outgoing mail has appropriate postage, and ensures the reception area is clear of deliveries
Create, collect, and maintain group logs, ensuring accurate and timely record-keeping
Mail discharge letters and notify clients of appointment cancellations in the event of staff call-offs
Checks clients into appointments in Carelogic and alerts appropriate personnel of incoming guests and clients
Inform the team via Microsoft Teams when a staff member calls off and update assignments accordingly
Assign staff in Carelogic and update the message board
Collect signatures on Carelogic documents, ensuring all required paperwork is completed and filed appropriately
Handle Mental Health and Recovery Services Board (MHRSB) applications and renewals, ensuring compliance with local and state regulations
Assist with client laboratory process as needed
Assist with client admissions process as needed