Office Coordinator
About The Position
The Office Coordinator provides customer service and day-to-day operational support for a specialized mental health treatment center offering intensive outpatient and partial hospitalization programming. The role supports client relationships and payments, medical records management and quality assurance, facility operations, and on-site admissions. The coordinator works closely with local team members and organizational peers, and maintains professional relationships with clients and families, referral partners, and vendors. The position includes welcoming clients and guests, maintaining a tidy and welcoming facility, handling medical records confidentially, assisting with admissions and new-client orientation, tracking reports, and ensuring required safety inspections and licensing tasks are completed. The coordinator also supports phone and IT equipment maintenance through help desk staff, administrative operations, client check-in and supervision, supplies and meals, receipts, deliveries, and admissions inquiries.
Requirements
- High school degree or equivalent in combined education and experience.
- At least two years of administrative experience in a behavioral health setting.
- Knowledge of behavioral health terminology.
- Experience with Salesforce CRM or other client relationship management software.
- Valid driver’s license and acceptable driving record.
- Clearance of a TB test and any other mandatory state or federal requirements.
- Current CPR and First Aid certification.
- Knowledge of and adherence to confidentiality standards, including HIPAA.
- Strong customer service and attention to detail.
- Excellent verbal and written communication skills.
- Proficiency with technology and Microsoft Office Suite, including Excel.
- Ability to move throughout the building and to sit or remain stationary for extended periods.
- Ability to perform duties that may involve talking, hearing, sitting, standing, walking, reaching, climbing or balancing, stooping, kneeling, crouching or crawling, tasting, or smelling.
- Ability to move 25 pounds.
- Alignment with the company mission, core values, and treatment philosophy.
Nice To Haves
- Bachelor’s degree preferred.
- Experience working with physicians and therapists is strongly preferred.
Responsibilities
- Greet clients and guests warmly and ensure the facility is welcoming, tidy, and well maintained.
- Make deposits using Regions OnePass.
- Conduct medical records activities confidentially and in accordance with clinical and documentation requirements.
- Coordinate with the Admissions Coordinator and/or Executive Director for admissions.
- Assist with admissions, create client medical records, and provide new-client orientation.
- Track and maintain reports accurately and on time.
- Complete required safety inspections and other licensure tasks within regulatory guidelines.
- Coordinate maintenance tasks for the phone system and IT equipment using help desk staff.
- Check in clients, order meals and supplies, upload receipts, complete admission paperwork, accept deliveries, and provide client supervision as needed.
- Provide backup support for admissions coordinators responding to facility inquiries.
- Provide general administrative support and take on other appropriate operational responsibilities as requested.
- Follow company and facility policies, procedures, rules, and regulations, including ethics and conduct requirements.
- Attend and complete required training within assigned time frames.
- Maintain reliable attendance, notify the supervisor of absences, and contribute positively as a team member.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
