Administrative and Client Services Coordinator

Administrative and Client Services Coordinator (Part\-Time) Pay: $15\.00\-$18\.00 per hour Schedule: Part\-time, 20\-30 hours per week (with opportunity for hours to fluctuate based on workload, business needs, and personal schedule of employee) Job Overview We are seeking a detail\-oriented and adaptable Administrative and Client Services Coordinator to support the daily operations of a growing mental health practice. This role combines administrative support, client intake coordination, records management, insurance verification assistance, and general office operations. The ideal candidate is proactive, organized, comfortable managing multiple priorities, and enjoys helping create a positive experience for both clients and clinicians. Responsibilities Making a hospitable first impression on clients, through office cleanliness as well as in person and virtual interaction Review and process new client inquiries as well as intake paperwork Enter and update client information in practice management systems Perform data entry, filing, and document proofreading to ensure accuracy and organization of office records Coordinate client intake workflows and maintain accurate intake records Answer all phone calls to the front office Assist with clerical duties including typing correspondence, managing emails and faxes, and supporting administrative projects as needed Assist in client scheduling process between client and clinician Communicate with prospective and existing clients regarding intake procedures Administrative Support Monitor and respond to emails in a timely manner Process referrals and maintain referral records Manage records requests and document organization Scan, file, upload, and maintain electronic records Support therapists and leadership with administrative projects Billing and Insurance Support Perform routine insurance verification tasks Assist with billing\-related follow\-up and documentation Monitor insurance updates and maintain accurate records Coordinate with team members regarding billing concerns Office Operations Process incoming mail and distribute documents Handle shredding, scanning, and general office organization Maintain office supplies and place supply orders as needed Coordinate routine operational tasks, including trash removal and mail retrieval from off\-site locations Assist with maintaining an organized and professional office environment Qualifications Proven experience in office management or administrative support roles with strong organizational skills Excellent computer literacy with proficiency in Google Workspace, and Weave Software (phone tree) Prior experience working at the front desk or as a receptionist in a professional setting; bilingual abilities are highly valued Strong customer service skills with the ability to handle phone systems confidently and maintain professional phone etiquette Excellent written and verbal communication skills Ability to multitask effectively while maintaining attention to detail in a fast\-paced environment Ability to handle confidential information professionally and interact with clients with empathy and grace Previous personal assistant, healthcare office, counseling office, or customer service experience involving bookkeeping or medical reception is advantageous Join us as a Administrative and Client Services Coordinator and be the energetic hub that keeps our organization running smoothly! Your dedication to excellent service and organizational excellence will make a meaningful impact every day. Pay: $15\.00 \- $18\.00 per hour Benefits: Flexible schedule Work Location: Hybrid remote in Tulsa, OK 74136