Administrative Office Coordinator

Administrative Office Coordinator

Location: Havertown, PA
Compensation: $20.00 per hour
Schedule: Monday–Friday | 8:30 AM – 4:30 PM

Position Summary

High Focus Centers is seeking a professional, organized, and customer-focused Administrative Office Coordinator to support the day-to-day operations of our outpatient behavioral health office in Havertown, PA. This position serves as a key administrative resource, ensuring efficient office operations while delivering a welcoming and professional experience for patients, visitors, and providers.

The Administrative Office Coordinator plays an integral role in supporting clinical and psychiatric staff through effective coordination of front office functions, patient scheduling, medical records management, and general administrative operations. The ideal candidate is detail-oriented, highly organized, and able to manage multiple priorities in a fast-paced healthcare environment while maintaining exceptional customer service.

Key Responsibilities

• Serve as the primary point of contact for patients, visitors, and vendors, providing professional and courteous front desk support.
• Answer, screen, and route incoming telephone calls while responding to inquiries in a timely and professional manner.
• Provide administrative support to psychiatric providers, clinicians, and office leadership.
• Coordinate patient check-in and check-out processes, prepare patient charts, and collect copayments.
• Schedule patient appointments and facilitate requests for medical records in accordance with organizational policies and HIPAA regulations.
• Maintain accurate patient and administrative documentation within the electronic medical record (EMR) system.
• Coordinate office equipment maintenance and communicate service needs with appropriate vendors.
• Monitor office supply inventory, place orders, and ensure adequate stock levels.
• Manage petty cash and prepare weekly bank deposits in accordance with established procedures.
• Perform additional administrative and operational duties to support the efficient functioning of the outpatient office.

Qualifications

• High school diploma or equivalent required.
• Previous experience in an administrative, receptionist, or medical office setting preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent customer service, communication, and interpersonal skills.
• Ability to establish and maintain professional working relationships with patients, providers, clinicians, and administrative staff.
• Demonstrated ability to prioritize competing responsibilities and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications; experience with electronic medical records (EMR) systems is preferred.
• Strong critical thinking, problem-solving, and decision-making skills.