Front Desk Administrator - Seattle, Wa

Mindful Support Services•Seattle, WA

4d•Onsite

About The Position

The Front Desk Administrator supports the day-to-day operations of the Elliott Bay office in Seattle, helping create a positive experience for clients and providers through scheduling, customer service, communication, and administrative coordination. The role includes working closely with the Office Manager, supporting provider schedules and intake procedures, helping coordinate care, and maintaining client privacy and secure handling of protected health information. The position is full-time, follows a Tuesday–Saturday schedule with rotating shifts, and pays $22.00 per hour. Mindful Therapy Group provides billing, marketing, credentialing, and administrative support to independent mental health providers across the Pacific Northwest. The organization has partnered with more than 2,500 providers across 20+ locations since 2011. This role offers opportunities to develop skills, take on increased responsibility, and pursue advancement within the organization.

Requirements

High school diploma or GED.
Strong written and verbal communication skills, with the ability to communicate professionally and effectively.
Excellent attention to detail and ability to manage multiple priorities in a fast-paced environment.
Strong organizational and time-management skills, with the ability to adapt to changing needs.
Ability to work collaboratively with colleagues and communicate openly with leadership.
Flexible availability during business hours, which may include Monday through Friday from 7:00 AM to 8:00 PM and Saturdays from 8:00 AM to 4:00 PM.
Background check required.

Nice To Haves

Two or more years of customer service, administrative support, hospitality, or related experience; preferred.

Responsibilities

Partner with the Office Manager to set goals, manage outcomes, and follow through on complex tasks in a timely manner.
Create a warm, welcoming experience for clients through active listening, empathy, and professionalism.
Follow check-in procedures to verify demographic information, collect balances due, and schedule future appointments.
Manage a high volume of inbound and outbound emails and provider support chats while coordinating care, protecting client privacy in accordance with HIPAA guidelines, and obtaining required Releases of Information.
Develop expertise in provider support, including provider communications, schedule management, and intake procedures.
Respond to client and provider inquiries and requests by phone, email, and in person in a timely manner.
Schedule new and returning clients to help maximize provider utilization.
Assist clients and providers with technology questions and troubleshooting, including the patient portal and telehealth platform.
Maintain compliance with HIPAA regulations and keep Protected Health Information secure.
Address client concerns and complaints, escalating issues to the Office Manager when they exceed the role's scope or require additional support.
Identify process improvement opportunities and collaborate with the Office Manager on recommendations and communication.
Maintain a professional, organized, and welcoming office environment by supporting cleanliness and addressing facility needs.
Represent the organization positively.