Client Access & Intake Coordinator – Bilingual (Spanish/English)

Guillaume Counseling Services • Portland, OR

3d • Onsite

About The Position

Guillaume Counseling Services, P.C. is seeking a professional, compassionate, highly organized Spanish-English bilingual Client Access & Intake Coordinator for its administrative team in SW Portland, Oregon. The coordinator is a primary contact for prospective and existing clients, helping individuals and families access mental health services through communication, scheduling, intake coordination, and administrative support.

This is an in-person, hourly W-2 position. The regular full-time schedule is Monday through Friday, 8:30 a.m. to 5:30 p.m., with a one-hour unpaid lunch break, for 40 paid hours per week. The position may begin part-time during training and onboarding, with the expectation of transitioning to full-time after successful training completion and based on operational needs. Saturday overtime from 8:30 a.m. to 11:45 a.m. may be needed. Compensation is $20–$24 per hour, with stated annualized compensation of $41,600–$49,920 at full-time hours. Required training, meetings, and assigned administrative work are compensated.

The organization offers structured onboarding and paid training, professional development, ongoing administrative training, and potential advancement into Office Manager or other administrative leadership roles. Advancement depends on performance, qualifications, successful completion of training, and organizational needs.

Requirements

• Fluency in both Spanish and English, including verbal and written communication.
• High school diploma or equivalent.
• Strong customer service, interpersonal, and communication skills.
• Ability to manage multiple tasks, prioritize responsibilities, and maintain accuracy in a busy office environment.
• Proficiency with computers, email, electronic scheduling systems, and common office applications.
• Ability to maintain confidentiality and handle sensitive client information professionally.
• Willingness to learn electronic health records, administrative procedures, and behavioral health terminology.
• Ability to work independently, including alone in the office without direct on-site supervision or other staff present, while maintaining professionalism, sound judgment, and accountability.
• Ability to collaborate effectively with clinical and administrative team members, including those working remotely or at other locations.
• Reliable attendance and ability to work on-site in SW Portland, Oregon.

Responsibilities

• Answer incoming calls and respond to client inquiries in Spanish and English.
• Schedule, reschedule, and confirm client appointments.
• Respond to prospective client inquiries and coordinate new client referrals.
• Follow up with prospective clients to support timely scheduling and access to services.
• Communicate professionally with clients, clinicians, and administrative team members.
• Register new clients and maintain accurate demographic and contact information.
• Coordinate intake paperwork, consent forms, and required documentation.
• Help clients complete intake requirements and access the client portal.
• Track incomplete intake paperwork and follow up as needed.
• Coordinate with clinicians to support timely completion of the intake process.
• Open the office at the beginning of the scheduled workday and ensure it is accessible, organized, and ready to receive clients and clinicians.
• Maintain a professional, welcoming, and safe office environment, including when working independently.
• Maintain accurate client scheduling and administrative records.
• Monitor assigned phone messages, emails, and client communications.
• Assist with insurance information collection and verification workflows after training.
• Support routine office operations and administrative assignments.
• Maintain compliance with HIPAA, confidentiality requirements, and organizational policies.
• Participate in required training, meetings, and ongoing professional development.

Benefits

• Medical, dental, and vision insurance for eligible full-time employees.
• Paid sick leave in accordance with Oregon requirements.
• Retirement savings options through OregonSaves and 401(k), subject to eligibility.
• Structured onboarding and paid training.
• Professional development and ongoing administrative training.
• Opportunities for career advancement and promotion into leadership or Office Manager positions.
• Supportive, collaborative behavioral health work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED