Client Services Coordinator (Full-time)

Cognitive And Behavioral Consultants, Llp•White Plains, NY

1d•Onsite

About The Position

Cognitive & Behavioral Consultants (CBC) is seeking a Client Services Coordinator (CSC) to provide essential support to clinicians and clinical programs, alongside performing various administrative duties. This role is ideal for an individual looking to gain foundational experience in both client services and marketing. The CSC will act as an ambassador for CBC, promoting its mission and services, and will manage projects with minimal supervision. Responsibilities include front desk operations, administrative tasks, and entry-level marketing support such as social media management and content creation. This is a hybrid role requiring on-site presence.

Requirements

Minimum of 2 years of healthcare and administrative experience.
Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office, Google Suite, Zoom, Apple products, and Adobe platforms.
Familiarity with social media platforms (Instagram, Facebook, LinkedIn) and design tools such as Canva.
Interest in marketing and communications, with creativity, attention to detail, and a willingness to learn.
Strong interpersonal skills with the ability to build relationships with staff, vendors, patients, and other professionals.
Self-starter with initiative, sound judgment, and a strong work ethic.
Team player who can work independently and accept constructive feedback.
Demonstrates discretion, professionalism, and confidentiality.
Availability to work on-site 5 days a week, including evening hours.

Nice To Haves

Experience with CRM or similar marketing coordination tools.

Responsibilities

Provide a welcoming and efficient point of contact for clientele, CBC personnel, and visitors.
Ensure the front desk is covered at all times.
Monitor practice voicemail, track issues, and resolve inquiries.
Assist clients, visitors, and clinicians with ad hoc requests.
Open or close, and maintain the office.
Assist with onboarding and offboarding processes for program staff and trainees.
Provide ADMIN/ IT/AV support and assistance with in-person trainings.
Set up and coordinate refreshments, AV equipment, and catering for staff and large meetings.
Handle client paperwork, including monitoring intake paperwork, creating/editing forms, uploading documents to charts, and managing closed chart processes.
Assist in the design and distribution of digital and print marketing materials, such as flyers, banners, presentations, and brochures using platforms like Canva, Microsoft Publisher, Adobe, CRM, or similar tools.
Support social media management by scheduling posts, creating basic content, and tracking engagement across platforms like Instagram, Facebook, and LinkedIn.
Help draft and send internal and external email campaigns using templates and electronic tools.
Assist with website updates and content edits (training provided).
Collaborate with the clinicians to support event promotion and branding efforts.
Track basic analytics and marketing KPIs (e.g., post reach, email open rates) to support data-driven improvements.
Organize, coordinate and support CBC’s engagement and outreach events, including identifying volunteer opportunities and coordinating logistics.
Support with marketing and social media projects.
Manage supply inventory, ordering, and distribution across three facilities.
Open packages and store supplies appropriately.
Coordinate with vendors to resolve equipment issues and track maintenance.
Ensure offices, conference rooms, reception areas, and restrooms are maintained and presentable.
Coordinate repairs, vendor interactions, and landlord communications.
Collect and distribute mail.
Coordinate program communications, ensuring effective dissemination of information.
Facilitate meetings by arranging schedules, creating agendas, taking minutes, and tracking action items.
Maintain and organize program documents, materials, and supplies.
Assist Program Directors and Coordinators with administrative tasks as needed.
Provide support to the Executive Director as required.
Ensure compliance with HIPAA regulations.
Provide assistance with administrative tasks and special projects as needed.
Other duties as assigned.