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