Office Coordinator - NYC

Rivia Mind - Mental Healthcare•New York, NY

9h•Onsite

About The Position

At Rivia Mind, a psychiatrist-owned mental health practice based in NYC, we provide compassionate, science-based mental health care across New York, New Jersey, Connecticut, Florida, and Massachusetts through virtual and hybrid appointments. Our approach is whole-person, interdisciplinary, and human-centered, focusing on collaboration, personalization, and clinical integrity. We foster a collegial culture rooted in shared values, curiosity, learning, and authentic connection, where every team member contributes to shaping the future of care. The Office Coordinator plays a vital role in ensuring smooth, professional, and welcoming day-to-day operations at Rivia Mind’s NYC office (Manhattan, NY - 2 blocks from Bryant Park) while supporting coordination and processes across Rivia Mind’s multi-office footprint. This role balances frontline support with behind-the-scenes systems that help maintain the quality, safety, and reliability of our physical spaces and workflows. Serving as a key point of contact for in-office logistics, incident tracking, and inventory management, the Office Coordinator supports employees, patients, and leaders alike. You’ll work closely with Clinical Operations, Patient Operations, and cross-functional teams to ensure that every detail is handled with care, consistency, and precision. In addition, this role supports Rivia Mind leadership with special projects and initiatives.

Requirements

High school diploma or equivalent required.
3-5 years of experience in an office coordination, administrative, or facilities support role.
Demonstrates sound judgment and prioritization in a fast-paced, interruption-driven environment.
Communicates clearly and consistently across virtual channels to keep teams aligned, engaged, and informed.
Strong organizational and tracking skills; detail-oriented with a systems mindset.
Friendly and professional demeanor with a commitment to excellent service.
Ability to perform essential job functions, which may occasionally include handling materials up to 15 lbs.
Flexibility to support occasional in-person operational needs, such as attending or assisting with team events or site-based activities.
Working comfortably in an on-site, public-facing role that requires effective cross-functional and cross-location collaboration using both physical and virtual communication methods.
Demonstrate intermediate to advanced computer literacy, with strong troubleshooting ability and adaptability in a remote, tech-driven work environment.
Skilled in navigating a variety of digital platforms with confidence, including Google Workspace (required) as the company-wide operating system, and standard office technology (e.g., Wi-Fi, scanners, and printers).
Ability to reliably commute to and maintain consistent on-site attendance at the assigned office location five days per week, in alignment with business needs and applicable laws.

Responsibilities

Manage daily in-office functions, such as space readiness, patient greetings, room coordination, supply inventory, mail handling, check deposits, vendor communications, and basic equipment upkeep.
Be the point of contact for staff questions, including printers, wifi, etc.
Ensures a well-run, efficient, and welcoming office environment.
Provide clerical and project-based support, including document organization, file access, and occasional help with phones, scanning, or scheduling.
Assist with inter-office coordination and communications across teams.
Support leadership with special ad hoc projects and assignments.
Act as the local point of contact for the office, including oversight of safety protocols and incident tracking.
Monitor risk-related systems (e.g., emergency supplies and signage), support response efforts, and help to establish office-specific protocols.
Maintain a calm, professional presence for staff and patient requests.
Greet patients and monitor the arrival and departure of patients, staff, and vendors.
Maintain an on-site presence to manage daily operations, ensuring the office and personal workspace remain clean, organized, HIPAA compliant, functional, and aligned with Rivia Mind’s standards of care and brand presentation.
Serve as an in-office resource for patients by referencing the company EMR to confirm clinician presence, answering basic questions, and ensuring seamless handoff to Patient Operations for detailed scheduling or financial inquiries.
Provide “virtual” office support to Rivia Mind’s satellite offices, including coordination with site management, ensuring appropriate office supplies and logistic coordination.
Track and coordinate space usage, room assignments, and office access across departments and clinicians for the NYC and satellite offices, including assigning keys, swipe cards, or access codes during onboarding and communicating access assignments to the People Ops team.
Manage inventory, tracking, and maintenance of office equipment.
Sort, scan, and distribute incoming mail daily; identify and escalate time-sensitive items.
Deposit physical checks at the bank on a scheduled basis, with appropriate documentation.
Support file access, organization, and upkeep of shared administrative systems.
Facilitate light maintenance, equipment troubleshooting, and vendor coordination when needed.
Serve as an on-the-ground liaison for safety protocols, emergency procedures, and incident reporting; support execution of on-site protocol, risk management, and safety systems.
Respond promptly and professionally to staff and patient inquiries within the physical office.
Perform additional duties as assigned by supervisor and Rivia Mind leadership team.
Provide back-up administrative support to the leadership team and support coordination of NYC-based events.
Supports a friendly work culture that encourages a fun, collaborative, and co-learning environment that benefits individuals' well-being, self-improvement, and potential.