The Administrative Coordinator serves as the heartbeat of the practice — the first point of contact for new clients and the bridge between therapists, patients, and operations. This role ensures smooth daily coordination, manages the full client intake experience, and maintains organized, accurate systems behind the scenes. The ideal candidate combines warmth and professionalism with strong communication, organizational, and technical skills.
Key Responsibilities
- Manage the client intake process: answer inquiries, assess client needs, explain services and policies, and match new clients with the right therapist
- Schedule, reschedule, and confirm appointments for all therapists; monitor cancellations and no-shows and follow up promptly
- Send intake paperwork, ensure timely completion, and maintain accurate client records within the EMR (SimplePractice)
- Handle inbound calls and messages with empathy and clarity; manage objections and sensitive conversations calmly
- Track client and operational data using Google Sheets/Excel, maintaining up-to-date dashboards and tracking tools
- Support billing inquiries, referrals, and communication between clients and therapists.
- Assist with l marketing administration, including managing social media and email campaigns
- Uphold confidentiality and HIPAA compliance at all times
Requirements
Required Qualifications
- Fluent in English with excellent written and verbal communication skills
- Proficient in Google Sheets/Excel and capable of maintaining structured data and reports
- Highly tech-literate; comfortable with EMR systems, scheduling tools, and digital communication platforms
- Minimum 2 years of administrative or coordination experience in a professional or healthcare environment
- Strong organizational skills, attention to detail, and ability to multitask in a fast-paced setting
- Empathetic, composed, and professional in all client interactions
Preferred Qualifications
- Experience in a mental health or therapy practice environment
- Familiarity with SimplePractice or other EMR software
- Background in marketing coordination or social media management
- Deep alignment with the client’s values: Full Cup First, Humble Confidence, Cultivates Community, Commitment to Connection, and Trust
Benefits
- HMO with 1 free dependent upon hire
- Life Insurance
- 20 PTO credits annually
- VL and SL cash conversion
- Annual Performance-Based Merit Increases and Employee Recognition
- Great Company Culture
- Career Growth and Learning
- A laptop will be provided by the company
- WORK FROM HOME
