Office Coordinator

Office Coordinator

Make a difference from the very first hello.

If you’re someone who enjoys helping people, loves keeping things organized, and wants to be part of a team doing meaningful work, this position is for you!

Our Office Coordinators are at the heart of our local clinics. This person is the first friendly face clients and families see, the helpful voice they hear on the phone, and the person who helps make sure the day runs smoothly for everyone. In behavioral health, those everyday interactions matter. A warm welcome, a helpful response, or simply making a complicated process feel easier can make a real difference for someone seeking care.

This is more than a traditional receptionist position. As an important member of the clinic team, you’ll work closely with clinicians and other staff, help coordinate the many details that keep the office running, and have opportunities to problem-solve, take initiative, and contribute to a positive experience for both clients and coworkers.

We’re looking for someone who is friendly and approachable while also being professional, dependable, organized, and confident handling a busy workday. You don’t need to be a clinician to make an impact here—you just need to care about people, take pride in doing great work, and enjoy being part of a team with a meaningful mission.

If you like variety, enjoy connecting with people, and get satisfaction from being the person others can count on to keep things moving, we’d love to hear from you.

What You’ll Do

As an Office Coordinator, you’ll help keep the day-to-day operations of the clinic running smoothly. Responsibilities include:

• Greet clients and visitors and assist with the check-in process
• Answer and manage incoming telephone calls
• Schedule client appointments
• Track missed, late, and cancelled appointments
• Assist with release of information requests
• Scan, file, and maintain client information
• Complete general typing and administrative tasks
• Process incoming and outgoing mail
• Assist with scoring testing materials
• Maintain an organized and welcoming reception and waiting area
• Provide administrative support to clinical staff
• Assist with the effective response to urgent or emergent situations
• Maintain confidentiality and support data privacy practices
• Monitor the reception and waiting areas for potential safety concerns
• Complete assigned opening and closing responsibilities

What We’re Looking For

Required:

• At least 18 years of age
• High school diploma or equivalent
• Excellent communication and interpersonal skills
• Strong organizational and time-management skills
• Ability to provide professional, client-focused service, including during challenging situations
• Ability to multitask and reprioritize as needs change
• Ability to complete documentation accurately and on time
• Working knowledge of word processing and spreadsheet programs
• Ability to successfully complete a comprehensive criminal background check

Preferred:

• Post-secondary education or experience in human services and/or administrative support
• Experience working with medical records

What Makes Someone Successful in This Role?

You may be a great fit if you:

• Enjoy creating a welcoming experience for others
• Are compassionate, patient, and professional
• Take pride in being organized and dependable
• Can balance multiple priorities without losing attention to detail
• Stay calm when unexpected situations arise
• Take initiative and are willing to pitch in where needed
• Communicate respectfully and directly with coworkers
• Enjoy being part of a collaborative team
• Understand the importance of confidentiality
• Are flexible, positive, and willing to learn

Benefits

We believe employees do their best work when they have benefits that support their health, financial well-being, and time away from work.

Our benefits package includes:

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability insurance
• Flexible Spending Accounts (FSA) or Health Savings Accounts (HSA)
• 401(k) retirement plan
• Paid time off and Holidays

Physical Requirements

The Office Coordinator position includes regular computer and administrative work and requires frequent use of the hands for typing, grasping, and fine motor activities. The position may also require:

• Lifting and carrying 25–50 pounds
• Pushing and pulling
• Squatting, kneeling, stooping, and bending
• Twisting of the upper and lower back
• Occasional use of a ladder

Solutions does not discriminate in employment with regard to race, creed, national origin, political affiliation, marital status, age, gender, sexual orientation, or number of dependents. As part of the Solutions team, no provider or staff member shall aid, coerce, or conspire to cause a termination or resignation of another team member because of illegal discriminatory factors.

Why This Position Matters

The Office Coordinator is much more than the person at the front desk. You help create the first impression of our organization and help clients feel comfortable accessing the services they need.

At the same time, your organization and administrative support help our clinical staff focus on providing quality services to clients and families.

If you’re dependable, organized, enjoy helping people, and want your work to have a meaningful impact, we encourage you to apply.