What are the responsibilities and job description for the Office Administrator position at Bittersweet Encounters?
Bittersweet Encounters is growing and we are looking for a dependable, reliable, and passionate Office Administrator to join our team.
This is more than an administrative role. This position plays a central part in the client experience and in supporting our clinical team. We are seeking someone who genuinely cares about helping people in the mental health space and understands that every call, every appointment, and every interaction matters.
If you are organized, tech-savvy, calm under pressure, and committed to excellence, we would love to meet you.
Position Overview:
The Office Administrator helps ensure our office runs with structure, warmth, and professionalism while supporting both clients and clinicians. This role requires strong administrative skills, financial organization, and the ability to manage multiple operational tasks in a growing behavioral health organization.
The Office Administrator helps ensure our office runs with structure, warmth, and professionalism while supporting both clients and clinicians. This role requires strong administrative skills, financial organization, and the ability to manage multiple operational tasks in a growing behavioral health organization.
Key Responsibilities:
- Interact with clients in a compassionate and professional manner.
- Schedule and manage clinician calendars.
- Verify insurance eligibility and benefits.
- Submit, reconcile, and dispute insurance claims.
- Manage billing processes and follow up on claims.
- Perform bookkeeping tasks including invoicing, monitoring accounts receivable, and budget tracking.
- Answer phones and respond to client inquiries.
- Process medical records requests in compliance with policy.
- Maintain general office files, including job files, vendor files, and operational records.
- Maintain organized systems using Google Suite (Docs, Sheets, Drive, Gmail, Calendar) and Microsoft Office (Word, Excel, Outlook, Access).
- Purchase office supplies, equipment, and furniture as needed.
- Oversee maintenance of office facilities and equipment.
- Provide consistent administrative support to clinical staff.
- Perform other relevant duties as needed.
Qualifications & Requirements:
- High school diploma required; bachelors degree in business, administration, or related field preferred.
- Minimum 2 years of office administration experience.
- Dependable and reliable we can count on you.
- Passionate about supporting individuals navigating mental health challenges.
- Highly organized with strong attention to detail.
- Proficient in Google Suite and Microsoft Office applications.
- Comfortable handling confidential and sensitive information.
- Strong multi-tasking and time-management skills with the ability to prioritize effectively.
- Personable, patient, cordial, and compassionate.
- Able to work independently with minimal supervision.
- Forward-thinking and proactive.
- Adaptable and flexible in a growing organization.
- Professional and able to maintain confidentiality and boundaries.
- Bilingual in Spanish strongly preferred.
Experience in a behavioral health or medical office setting and familiarity with insurance claims processing is strongly preferred.
Compensation & Benefits:
- $26-28 per hour.
- Sick time accrual.
- Vacation time.
- Warm, supportive, mission-driven environment.
- Opportunity for growth within an expanding organization.
About Bittersweet Encounters:
Bittersweet Encounters is committed to serving underserved communities through therapy, case management, and supportive services. We value structure, integrity, compassion, and accountability — and we are building a team that reflects those values.
Bittersweet Encounters is committed to serving underserved communities through therapy, case management, and supportive services. We value structure, integrity, compassion, and accountability — and we are building a team that reflects those values.
If you are dependable, reliable, and passionate about making a difference in the mental health field, we invite you to apply.
Salary : $26 - $28