What are the responsibilities and job description for the Front Office Coordinator position at COMPASSION COUNSELING CENTER INC?
Compassion Counseling’s mission is to provide counseling and education that inspires hope, builds resilience, and promotes mental health and well-being. We serve children, adults, and seniors by offering accessible and affordable psychotherapy and educational services to our community.
We are seeking a highly organized, detail-oriented professional to serve as our Office Coordinator and Assistant to the Executive Director. This role is essential to the day-to-day operations of the organization, ensuring the office runs efficiently while providing direct administrative and operational support to the Executive Director. The ideal candidate will demonstrate strong communication skills, the ability to manage multiple priorities, and a high level of professionalism, discretion, and confidentiality.
Role Description
The Front Office Coordinator is a full-time, on-site position based in Maryville, TN. The role involves managing day-to-day front office responsibilities, including greeting clients, answering calls, appointment scheduling, and assisting with administrative tasks. The Coordinator will serve as the first point of contact for clients and visitors, ensuring excellent customer service and efficient office operations.
Hours
Monday – Thursday 8:30AM-5:30PM, Friday 8:30 AM-12:30 PM
Lunch from 12:00PM-1:00PM
Responsibilities:
1. Handling confidential and sensitive information with discretion and integrity.
2. Maintaining and updating databases, ensuring accuracy and completeness of records.
3. Managing incoming phone calls, making outbound calls for scheduling and follow-up, taking messages, and directing inquiries to the appropriate person.
4. Coordinating and scheduling client appointments, including confirmations and rescheduling as needed.
5. Processing client payments in a timely manner and maintaining accurate payment records.
6. Addressing general inquiries from clients and providing information about services and programs.
7. Assisting clients with service-related needs, including connecting them to appropriate resources and support.
8. Conducting client follow-up to ensure continuity of care and engagement with services.
9. Preparing and organizing client paperwork, ensuring all documentation is accurate and up to date.
10. Assisting with basic accounting duties, such as invoicing and expense tracking.
11. Engaging with social media platforms to promote services and interact with the community.
12. Assisting with basic website maintenance, including updates and ensuring information is current.
13. Supporting office operations through light housekeeping duties, including sanitization of shared spaces and trash removal.
14. Support and assist with coordination of fundraising activities and donor relations efforts, including donor communications, event support, and maintaining accurate donor records.
15. Assisting with other administrative tasks and projects as assigned.
Qualifications:
1. High school diploma or equivalent.
2. Proven experience in an administrative role, preferably in a fast-paced environment.
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with WordPress or willingness to learn WordPress.
4. Strong organizational and time management skills, with the ability to prioritize tasks effectively.
5. Excellent verbal and written communication skills, including professional phone etiquette.
6. Ability to handle confidential information with discretion and maintain a high level of confidentiality.
7. Detail-oriented with a high degree of accuracy in data entry and record-keeping.
8. Basic understanding of accounting principles and experience with financial transactions is desirable.
9. Familiarity with social media platforms and basic marketing concepts is a plus.
10. Ability to work independently with minimal supervision, as well as collaborate effectively within a team environment.
11. Flexibility and adaptability to handle changing priorities and deadlines.