Administrative Assistant Receptionist

Summary

Join our growing telehealth therapy practice as a Client Care Coordinator! This remote, part-time position (Monday-Friday, 9 AM–1 PM Pacific Time preferred) involves being one of the first points of contact for new clients, requiring a warm, professional, and helpful demeanor. You will manage client scheduling, communication, and record-keeping, ensuring smooth operations. The role demands strong organizational and communication skills, proficiency in Microsoft Office, and the ability to handle multiple tasks efficiently. This position offers a supportive team environment, opportunities for professional growth, and a flexible work schedule.

Requirements

• Proven work experience in admin, front desk, healthcare support, or similar
• Great written and spoken English communication
• Detail-oriented and organized, especially with schedules and data
• Comfortable using Microsoft Office and office software (Simple Practice is a plus)
• Friendly and professional phone manners
• A reliable computer, strong internet, and a quiet, private space to work from
• Able to stay calm, manage multiple tasks, and prioritize as needed

Responsibilities

• Taking in new referrals and making sure they’re scheduled within 24 hours
• Answering calls and emails with a welcoming tone and helpful attitude
• Matching clients with the right therapist based on their needs
• Keeping records up to date in our electronic system (we use Simple Practice)
• Giving clients clear info about what to expect and what to bring
• Helping with internal transfers and booking new clients weekly
• Reaching out to clients with unpaid balances
• Maintaining reports, waitlists, calendars, and other admin tools
• Assisting with therapist credentialing when needed
• Communicating with the team when something needs attention
• Handling other admin tasks that help things run smoothly

Benefits

• 100% remote setup
• Weekends fixed off
• A supportive, inclusive team
• Opportunities to learn about private practice and mental health care
• Non-tax rate
• Flexible, part-time hours (ideal for someone looking for work-life balance