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 andclient 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, confirmingreceipt when appropriate.
  • Maintain organized and accurate digital and physical records, including intakeforms, treatment plans, and insurance documentation.
  • Prepare and update office forms, templates, and standard operating proceduresas 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 overthe phone
  • Prior experience in office administration, reception, or coordination (mental healthor 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