Hybrid Office Assistant (Part-Time | Must Reside in the Greater New Orleans Area)

CORE Louisiana Counseling & Recovery Center, LLC
Pay: $12.00 – $14.00 per hour
Schedule: Monday – Friday | 9:00 AM – 2:00 PM | 20 hours per week

Join Our Team

Join an awesome woman-owned and minority-led local group practice making a meaningful impact in mental health and recovery across Southeast Louisiana.

At CORE, we’re a mission-driven, supportive, and low-stress team led by a practicing mental health provider who understands the importance of both client care and work-life balance. We believe in creating a positive environment where team members feel valued, empowered, and supported.

About CORE

CORE Louisiana Counseling & Recovery Center, LLC is a growing group practice offering:

• Individual, couples, family, and group counseling
• Mental health and substance abuse recovery services
• Anger management and domestic violence intervention programs
• Clinical assessments and specialized services

We serve clients across our New Orleans, Chalmette, and Westbank offices, as well as through Telehealth, making care accessible and flexible throughout Louisiana.

Position Overview

We are seeking an adaptable, quick-thinking, and highly coordinated Hybrid Office Assistant. This is a fast-paced position requiring true multitasking, such as handling active phone conversations while navigating software, running credit card payments, and updating records in real time. The ideal candidate possesses strong critical thinking skills, knows how to prioritize on the fly when unexpected situations arise, and brings a resourceful, problem-solving mindset to daily operations.

This role is critical to keeping our practice running smoothly, from first client contact to scheduling, payments, and follow-up care. You’ll be the first impression of CORE, helping clients feel supported, informed, and cared for from day one.

Hybrid Schedule Breakdown

• Schedule: Monday – Friday (9:00 AM – 1:00 PM | 20 hours/week)
• Remote Work (80% of schedule): 4 days per week (16 hours/week) working from your private, quiet home office.
• On-Site Office Support (20% of schedule): 1 fixed day per week (4 hours/week) at one of our local practice locations (Chalmette, New Orleans, and Westbank offices) for light clerical duties, mail handling, office prep, and restocking supplies.

Strict Remote Workspace Standards

Because this position involves direct phone intake and confidential behavioral health communications, maintaining a quiet and private home office is an essential function of the role:

• Dedicated Private Workspace: Must have a private, dedicated home office space with a door that closes to ensure complete privacy and confidentiality.
• Noise-Free Environment: The workspace must remain 100% free of ambient household disruptions during shift hours (9:00 AM – 1:00 PM). This includes zero background noise from pets, electronics, traffic, or non-employee household members.
• Equipped Setup: High-speed, reliable internet connection is required for this role. Double monitor setup is preferred.

Why Work With CORE?

• Be part of a supportive, laid-back, and collaborative team
• Work for a practice owned and operated by a mental health professional
• Gain experience in a growing behavioral health organization
• Receive hands-on training and ongoing support
• Make a real impact on client access to care and satisfaction
• Enjoy a consistent, structured part-time schedule

Key Responsibilities

Client Communication & Intake

• Answer incoming calls with professionalism, warmth, and empathy
• Politely redirect off-topic callers to keep intake concise, focused, and efficient (target call length: 2–4 minutes max)
• Respond to client inquiries via phone and email in a timely manner
• Contact new client leads within 24 business hours
• Guide clients through the intake process, ensuring accurate documentation and payment setup
• Provide clear instructions for accessing in-person and Telehealth sessions

Multitasking & Real-Time Processing

• Process payments and update EHR records live while speaking with clients on the phone
• Send real-time texts with key details to the client who is currently on the call
• Navigate computer software, send texts, and review schedules without pausing active phone conversations
• Prioritize incoming tasks on the fly, switching smoothly between phone calls, billing, and scheduling
• Maintain accurate data entry with zero disruption to call flow or phone presence

Scheduling & Calendar Coordination

• Schedule, confirm, reschedule, and cancel appointments
• Manage clinician schedules within the EHR system
• Daily appointment confirmations and reminders
• Coordinate last-minute changes, including clinician call-outs
• Help maintain full schedules by filling open appointment slots

Billing & Payment Processing

• Process payments for appointments
• Monitor and resolve declined or failed payments
• Assist with collecting outstanding balances and updating payment methods

Client Experience & Follow-Up

• Administer and track client satisfaction surveys
• Follow up with clients, referral sources, and leadership as needed
• Help ensure a smooth, supportive client experience at every touchpoint

Administrative Support

• Maintain detailed records of all client interactions
• Support leadership with administrative and operational tasks

Qualifications

• 1 year of customer service or administrative experience (preferred)
• Excellent phone presence and written communication skills
• Strong organizational and multitasking abilities
• Ability to work independently in a remote environment
• High level of professionalism, discretion, and empathy
• Comfortable learning and using EHR and scheduling systems

Work Environment

• Fully remote position, with some in-person
• Structured part-time morning schedule
• Training and ongoing support provided
• Collaborative, mission-driven culture

Additional Requirements

• Must reside in the Greater New Orleans Area and have reliable transportation (required)
• Reliable internet and a quiet workspace (required)
• Double-monitor remote office set-up (preferred)
• Bilingual (preferred)

Job Type

• Part-Time | 20 hours per week
• W-2
• No benefits

Pay: $12.00 - $14.00 per hour

Application Question(s):

• Will you be able to reliably commute to our 3 locations: Chalmette, New Orleans, and Westbank?
• Briefly describe a position where you routinely handled live phone calls while navigating computer databases or processing transactions simultaneously.
• hen handling client phone calls, what strategies do you use to warmly and politely redirect a caller who wants to talk at length off-topic, keeping the call concise (under 3 minutes) while maintaining a positive experience?
• This position requires a private home office with a door that shuts, guaranteed to be 100% free of ambient noise (such as pets, electronics, traffic, or household members) during shift hours (9:00 AM – 1:00 PM). Do you have a workspace that meets this exact standard?

Language:

• Spanish (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: Hybrid remote in Chalmette, LA 70043

Salary : $12 - $14