Office Coordinator

POSITION TITLE: OFFICE COORDINATOR OUTPATIENT
DEPARTMENT: ADMINISTRATION
FLSA STATUS: NON-EXEMPT
JOB SUMMARY
This position maintains and coordinates the front office and reception activities to ensure effective communications both internally and externally, provides administrative support to staff and clients to ensure maximum utilization of services, and maintains professional image of the organization.
SHIFTS
Monday–Friday, daytime hours
REPORTING RELATIONSHIPS
The Office Coordinator does not supervise any positions.
DUTIES & ESSENTIAL JOB FUNCTIONS
Greet, welcome and assist visitors, to include clients, vendors and guests, to provide welcoming and professional image of organization
Answer incoming phone calls and route appropriately to ensure efficient and accurate flow of communication and information exchange
Create and manage client chart information, both electronic and hard copy, using HIPAA standards to ensure confidentiality and accuracy of information
Process credit card information and cash as payment from clients to ensure accuracy of transaction
Create and communicate reports to include group attendance, various client status and rosters on an ongoing basis to provide management with accurate information on a timely basis
Manage and create group and individual session information packets to provide clients with service information and screening tools prior to session
Schedule appointments for individual and groups sessions to ensure appropriate availability of staff and necessary attendance of clients
Manage group waitlist and current group rosters
Run insurance checks and answer clients' questions regarding insurance coverage and payment options to ensure appropriate and prompt payment for services
Provide and maintain reliable and prompt attendance, with the ability to work the schedule dictated by business necessity
Order office supplies
Schedules telehealth phone assessments/screens
Facilitates urinary analysis screens and breathalyzers
Ensures there's adequate coverage in all clinics
PERIODIC FUNCTIONS AND RESPONSIBILITIES
Perform, prepare and package drug screens
Assist clinical staff with administrative tasks such as filing, typing, correspondence, faxing and copying
Coordinate, order and distribute office supplies and inventory levels
Perform other duties as assigned
QUALIFICATIONS
Associate’s degree in a related field or equivalent experience preferred
One year of related experience or equivalent combination of education and experience
REQUIRED LICENSES/CERTIFICATES
May be required to be CPR and First Aid Certified
CULTURE FIT
We’re committed to creating a culture of transparency and psychological safety. That means we communicate directly and kindly, ask for help when we need it, and celebrate wins big and small. Whether you’re in clinical care, admin, or support services you are part of the mission.
At ShareHouse, we’re more than coworkers, we’re collaborators, advocates, and believers in second chances. We serve individuals and families navigating the challenges of addiction and mental health with heart, respect, and resilience. We believe a healthy workplace fuels healthy outcomes, so we focus on connection, communication, and compassion, both in how we serve our clients, and how we treat each other.
YOU’LL THRIVE HERE IF YOU…
Are mission-driven and motivated by meaningful work
See change and feedback as opportunities, not obstacles
Want to grow personally and professionally alongside your peers
Value teamwork and open communication
Enjoy working in a collaborative and mission-driven environment
Bring a positive attitude and help foster a culture of encouragement and respect
CORE VALUES
Compassion — We lead with empathy and respect
Integrity — We do the right thing when no one is watching
Connection — We value belonging, empathy, trust, and mutual understanding
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job with or without reasonable accommodation:
Frequently requires:
Stooping and bending
Use of color vision and ability to distinguish colors
Pushing and pulling, lifting and carrying up to 15 lbs.
Ability to communicate orally and hear/understand oral communication
Ability to utilize fine motor skills, reach and grasp
Occasionally requires:
Standing for up to 1 hour
Pushing and pulling, lifting and carrying over 15 lbs.
WORK ENVIRONMENT
This position works in an environment with few physical discomforts; may occasionally be exposed to drafts, noise, temperature variations and odors.
BENEFITS
401(k)
401(k) matching
Dental insurance
Flexible spending account
Health insurance (100% premium paid by company)
Health savings account
Life insurance
Generous PTO package
Vision insurance
Short term disability
Long term disability
EAP
Pet Insurance
Array of voluntary benefits
9 paid holidays
COMPENSATION
$18.00 + (Depending on experience)
*Compensation for this position is based on several factors, including relevant experience, skills, and qualifications. In addition to base pay, ShareHouse offers a comprehensive total rewards package that includes generous paid time off (PTO), a robust benefits program, a 401(k) match, and more. We also support financial growth through annual merit-based raises.
*This position will remain open until filled and may be taken down at any time without notice.

Employment type
Full-Time

Work arrangement
No