Office Assistant/Office Manager

Key Works • Seattle, WA

6h • $28 - $36 • Onsite

About The Position

The Office Assistant/Office Manager oversees the daily administrative operations of the facility and serves as the central support for front office, reception, and non-clinical coordination. This role ensures a welcoming, organized, and trauma-informed environment that reflects professionalism, compassion, and respect for all patients, visitors, and staff. This role works closely with all departments to ensure smooth day-to-day operations, effective communication and compliance with confidentiality and privacy standards for a behavioral health setting.

Requirements

• Understanding of behavioral health and recovery-oriented environments.
• Able to interact compassionately patients, while maintaining strong professional boundaries.
• Demonstrated ability to maintain confidentiality and discretion.
• Ability to work independently and manage competing priorities in a dynamic setting.
• Ability to read, interpret, and follow detailed instructions, policies, and procedures.
• Strong organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and general office technology.
• Ability to communicate effectively across all levels of the organization.
• Commitment to inclusion, equity, belonging, and trauma-informed care principles.
• Associate’s degree or equivalent combination of education and relevant work experience.
• Minimum of 3–5 years of progressively responsible administrative experience, preferably in behavioral health, residential treatment, healthcare, or human services settings.
• Must successfully pass a comprehensive background check.
• Must pass post-offer, pre-employment drug screening and TB testing.
• First Aid/CPR/AED certification required or ability to obtain within 30 days of hire.

Responsibilities

• Manage the front office/ reception area, ensuring consistent coverage and professionalism.
• Serve as the first point of contact for patients, families, visitors, and vendors; engaging with warmth, empathy, and clear boundaries.
• Answer and route incoming calls; provide basic information related to admissions and patient services as appropriate.
• Maintain general forms and ensure availability of required documentation throughout the facility.
• Oversee purchase requests and ordering of office supplies, inventory management, and organization of shared spaces and storage/ conference rooms.
• Coordinate mail, postage, faxing, scanning, and copier operations; ensure equipment functionality and timely distribution of mail and materials.
• Coordinate office service needs with Facilities Manager and IT vendors; monitor ticket progress and recommend prioritization when needed.
• Collaborate with Facilities and Safety Committee to ensure monthly fire drills are scheduled, conducted, documented, and evaluated.
• Assist with facility tours for new employees and approved visitors.
• Support onboarding logistics and general administrative needs for new hires.
• Perform other related duties as needed to support facility operations.
• Collaborates with Facilities Team and Safety Committee to ensure monthly fire drills are conducted, evaluated, and documented.
• Provide administrative support for company-wide staff events including holiday celebrations, employee appreciation activities, and internal gatherings
• Assists with facility tours with new employees and visitors.
• Promote a positive, respectful, and recovery-oriented workplace culture.
• Interact with patients daily to provide basic assistance, information, and direction.
• Accurately document inquiries, admissions-related communications, and outreach activities as requested.
• Maintain strict adherence to HIPAA, confidentiality, and privacy standards.
• Other duties as assigned

Benefits

• Healthcare: Company-paid medical, along with dental, and vision insurance with employer-sponsored wellness programs.
• Paid Time Off: Generous vacation, sick leave, and 10 paid holidays, plus a flexible work schedule to accommodate your needs.
• Retirement: 401(k) with company matching
• Professional Development: Access to industry-leading training and conferences, as well as tuition reimbursement for relevant courses.
• Employee Discounts: Enjoy discounts on a variety of products and services, including travel, entertainment, and technology.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree