Part Time Front Office Administrator for Psychiatry & Therapy Office

Job Description:

Insightful Minds, Inc. is seeking a professional and friendly Front Office Assistant to serve as the first point of contact for clients and support staff in our mental health practice. This part-time role is vital to maintaining a welcoming, organized, and efficient office environment. The ideal candidate is courteous, trustworthy, team-oriented, and able to manage multiple tasks while maintaining client confidentiality. We are looking for someone interested in a long-term role, ideally a 2 year commitment.

Key Responsibilities:

• Answer multi-line phone system calls promptly and professionally, handling multiple calls simultaneously.
• Assess caller needs, answer questions, transfer calls, and take messages accurately.
• Greet and assist all visitors to the office, providing a positive first impression.
• Schedule client appointments, perform reminder calls, and facilitate client visits.
• Prepare and review appointment paperwork and maintain records accurately.
• Perform cashiering functions for appointments.
• Update and monitor a daily task list to respond to client needs efficiently.
• Assist managers and professional staff as needed.
• Coordinate incoming/outgoing faxes and mail.
• Maintain cleanliness and organization of office space, including minor moving of office supplies and furniture. Must be able to lift at least 25 pounds comfortably.

Qualifications:

• High school diploma or equivalent (college degree preferred).
• U.S. citizen or legally authorized to work in the United States.
• Minimum 1 year of experience as a receptionist, operator, customer service representative, or similar administrative role.
• Advanced phone skills, including handling multiple lines simultaneously.
• Proficient with basic office functions: filing, copying, scanning, printing, faxing.
• Moderate to advanced computer skills; proficiency with MS Word, Excel, Outlook, Adobe PDF, and scheduling systems.
• Strong verbal and written communication skills in a professional environment.
• Excellent organizational skills with the ability to prioritize and multitask.
• Ability to handle sensitive information with discretion and confidentiality.
• Willingness to work flexible schedules within primary business hours (8:00 a.m. – 8:00 p.m., Monday–Saturday).

Additional Details:
Primary business hours are from 8:00 a.m. to 8:00 p.m. Monday through Saturday. The Front Office Administrator works shifts within the primary business hours. Applicants must have flexibility to work within the primary business hours as needed. Office attire of Business Casual or Semi-formal is required at all times.

To apply for this position, qualified applicants should do the following:

• Email the office with the subject line: Front Office Assistant Application
• Attach a current resume.
• Specify your preferred start date.
• Include your availability for working hours.

Job Type: Part-time

Pay: $18.00 per hour

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $18