Office Coordinator (Stamford, Connecticut)

Charlie Health • Stamford, CT

17d • Onsite

About The Position

Charlie Health is seeking an Office Coordinator to manage the day-to-day operations of its Stamford, Connecticut office and support care delivery at the organization. The role handles administrative paperwork for clinical operations, including payor and license applications, claims submissions, data entry, and reconciliation across systems, as needed. It also partners with the Compliance team to ensure the office has the operational infrastructure required to support on-site behavioral health services.

This is a fully in-office position in Stamford, Monday through Friday, 9:00 AM to 5:00 PM. The coordinator supports office operations, People Operations projects, IT and device management, team events and meetings, and leadership projects. The role also supports admissions and clinical teams through scheduling, administrative tasks, attendance tracking, and responses to workflow or technology questions.

Additional responsibilities include accurately transferring patient data between Salesforce and medical records systems; maintaining complete, organized patient charts; updating electronic records and databases; identifying and resolving data discrepancies; and following HIPAA and other compliance procedures for handling, storing, and disposing of information. The coordinator collaborates with admissions, clinical, and administrative teams and participates in training and professional development.

Requirements

• At least 2 years of experience in office coordination, administrative support, or a related role.
• Familiarity with administrative paperwork processes such as payor credentialing, license applications, claims submissions, and data entry; organization-specific training will be provided.
• Comfort working with compliance or clinical operations teams in a regulated environment.
• Strong organizational skills and meticulous attention to detail.
• Strong interpersonal and communication skills and a collaborative working style.
• Self-starter with an action-oriented approach and the ability to manage multiple tasks with shifting priorities.
• Authorized to work in the United States.
• Native or bilingual English proficiency.
• Available to work fully in-office in Stamford, Connecticut, Monday through Friday, 9:00 AM to 5:00 PM.
• Located within a reasonable commuting distance of Stamford, Connecticut.

Nice To Haves

• Experience in a healthcare or behavioral health organization.

Responsibilities

• Manage day-to-day office operations and maintain an organized, welcoming environment for staff and visitors.
• Process administrative paperwork supporting care delivery, including payor and license applications, claims submissions, data entry, and data reconciliation across systems.
• Partner with the Compliance team to maintain the operational infrastructure needed to support on-site behavioral health services.
• Lead organizational projects within People Operations and across functions.
• Assist the IT team with issues as needed and support the storage and management of devices.
• Plan events and team meetings to support Charlie Health’s culture.
• Provide reliable information and support to team members and office visitors.
• Support leadership with special projects.
• Review and transfer patient data accurately between Salesforce and medical records systems in accordance with protocols and standards.
• Maintain patient charts and records so documentation is complete, current, and organized according to internal guidelines and regulatory requirements.
• Enter and update patient information in databases and electronic health records, monitor data integrity, and promptly identify and resolve discrepancies or errors.
• Provide administrative support to admissions and clinical teams, including scheduling appointments, organizing meetings, preparing documents, and handling correspondence.
• Perform attendance tracking, scheduling, administrative tasks, and respond to team workflow or technology inquiries.
• Follow compliance standards and regulations, including HIPAA, and established procedures for data handling, storage, and disposal.
• Collaborate with admissions, clinical, and administrative staff to coordinate patient care and administrative activities.
• Participate in training and professional development opportunities.
• Assist with other administrative tasks as assigned.

Benefits

• Comprehensive benefits for full-time, exempt employees.
• Stock options and other Charlie Health-sponsored benefits may be included depending on the position.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed