Office Coordinator

Job Description

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