Office Coordinator

Job Posting: Office Coordinator (In-Person)

Location: Mayfair area, Philadelphia, PA

About Us
Full Being Services is a therapist-owned mental health practice dedicated to providing
compassionate, holistic care to our clients. We believe that healing begins with human
connection, and that includes the first voice a client hears when they reach out to us.
We're looking for a reliable, responsible, detail-oriented Office Manager to keep our
operations running smoothly, warmly welcome our clients, and provide top-notch
administrative support to our team of therapists.

Essential Duties and Responsibilities

Big Picture:

• Take initiative and ownership of administrative workflows, remaining solution-focused
• Close all loops no questions, requests, or tasks left unresolved.
• Update client charts, records, and therapists promptly.
  
• Respond to clients professionally and warmly, whether in person, by phone, or via email.
• Communicate with therapists and supervisors in a timely, organized manner so all parties have the information they need.

Direct Responsibilities:

Reception & Client Communication

• Answer and return phone calls & emails promptly; check and respond to voicemails throughout the day.
• Greet clients in person and make them feel welcome upon arrival.
• Guide potential clients through scheduling their first session using established scripts and guidelines.
• Address client questions or concerns with empathy, clarity, and professionalism.
• Confirm upcoming appointments via phone, email, or text to minimize no-shows.

Scheduling & Coordination

• Manage therapist schedules in the Electronic Health Record (EHR) system (e.g.,
  TherapyNotes).
• Adjust schedules and coordinate changes as needed to maintain efficiency and
  client satisfaction.
• Track and confirm client insurance verification prior to scheduled appointments.

Administrative & Office Management

• Monitor shared inbox(es) and respond to emails in a timely manner, confirming
  receipt when appropriate.
• Maintain organized and accurate digital and physical records, including intake
  forms, treatment plans, and insurance documentation.
• Prepare and update office forms, templates, and standard operating procedures
  as needed.
• Keep office supplies stocked and maintain a clean, welcoming environment.
  
• Coordinate with vendors, billing staff, and other external contacts when necessary.

Requirements

• High school diploma (BA preferred)
• Excellent communication and customer service skills, both in person and over
  the phone
• Prior experience in office administration, reception, or coordination (mental health
  or healthcare setting preferred)
• Technically savvy, with experience using Google Workspace and EHR systems
  (TherapyNotes a plus)
• Strong problem-solving and critical-thinking skills
• Detail-oriented and organized, positive attitude
  Proactive, responsive, solution-focused, and reliable

Compensation & Schedule

• Per diem position-up to 20 hrs./week to start
• $20-$25/hour, commensurate with experience
• In-person role at our Philadelphia office