Operations Coordinator

Do you see problems and immediately start thinking about how to solve them?

Lacamas Counseling is looking for an Operations Coordinator who doesn't need to be told what to do at every turn.

We are looking for someone who notices when something isn't working, investigates what is happening, figures out what needs to happen next and follows through.

This is an opportunity for someone who genuinely enjoys creating order, solving problems, improving processes and making things work better.

The Operations Coordinator will become an important part of the administrative functioning of Lacamas Counseling, supporting clients and counselors while helping ensure the day to day operations of the practice run smoothly.

This isn't a job for someone who wants to simply check tasks off a list.

It's a job for someone who wants to take ownership.

What You'll Do

The role includes a variety of responsibilities across client coordination, administrative operations and office support. Responsibilities will include:

Client Coordination

• Respond to client calls, emails and inquiries with warmth and professionalism
• Help prospective clients move efficiently from initial inquiry through scheduling and intake
• Schedule appointments and coordinate information with counselors
• Maintain accurate client information and administrative records
• Support counselors with scheduling, cancellations, rescheduling and other administrative needs
• Help identify appropriate counselor matches based on client needs, specialties and availability

Administrative Operations

• Coordinate and monitor recurring administrative workflows
• Make sure important tasks and follow ups don't fall through the cracks
• Maintain accurate records and reports
• Identify discrepancies and investigate what is causing them
• Create and improve checklists, procedures and workflows
• Follow up with team members when administrative responsibilities are incomplete
• Support counselor onboarding and offboarding
• Identify opportunities to improve how Lacamas Counseling operates

Office Operations

• Help maintain an organized, welcoming and functional office
• Monitor office supplies and coordinate routine office needs
• Open and prepare the office on designated mornings
• Help troubleshoot routine technology and printer issues
• Coordinate administrative documents, scans and faxes

Billing & Insurance Support

• Support administrative billing and insurance processes as responsibilities transition within the team
• Monitor outstanding invoices and claims
• Identify and investigate discrepancies
• Follow up on missing information
• Learn practice specific billing and insurance processes

Professional Referral Support

• Monitor therapist Facebook groups for client referral opportunities
• Respond to relevant referrals on behalf of Lacamas Counseling
• Match referral opportunities with counselor specialties and availability
• Support basic marketing and social media activities as appropriate

What Makes Someone Successful in This Role?

The right person is organized, dependable, curious and proactive.

They notice details other people miss. They don't ignore something simply because nobody specifically told them to look at it. When something doesn't make sense, they want to understand why.

They are comfortable working independently and making routine decisions. They know when they can solve something themselves and when an issue needs to be escalated.

They follow through.

They communicate clearly.

They are comfortable respectfully following up with others when something needs to be done.

And they don't need to know everything on day one. What matters is that they are resourceful and confident enough to figure things out.

A strong candidate might naturally think:

“Something doesn't look right. Let me figure out what's going on.”

rather than:

“Someone needs to tell me what to do.”

What You'll Bring

Required:

• Previous administrative, office, coordination or similarly detail oriented experience
• Strong computer skills and ability to learn new systems quickly
• Proficiency with Microsoft Word and Excel
• Strong written and verbal communication skills
• Excellent organization and follow through
• Strong attention to detail
• Ability to work independently
• Sound judgment and problem solving ability
• Ability to maintain confidentiality and discretion

Helpful, but not required:

• Healthcare, behavioral health or private practice experience
• Medical or mental health billing experience
• Insurance claims or payer portal experience
• Experience with electronic health records or practice management systems
• Experience improving administrative processes or procedures
• Experience working in a small business with varied responsibilities
• Familiarity with SimplePractice

Don't have experience with everything listed above? That's okay. Training will be provided for Lacamas Counseling's specific systems and processes. We're more interested in how someone thinks, learns and takes ownership than in finding someone who has already done every task.

Why Work With Lacamas Counseling?

Lacamas Counseling is committed to creating a healthy, sustainable and enjoyable work environment where counselors and team members support one another personally and professionally.

This role offers the opportunity to become more than an administrative support person. As the practice continues to evolve, the Operations Coordinator will have the opportunity to take on greater ownership of administrative systems, identify opportunities for improvement and help shape how the practice functions.

For the right person, this is a chance to make a meaningful impact behind the scenes.

When the administrative side of the practice works well, counselors can focus on their clients, clients receive a better experience and the entire team benefits.

Schedule

Hybrid position with regular in office hours in Camas and remote work as appropriate.

The preferred schedule includes in office mornings on Monday, Wednesday and Friday, with additional remote hours throughout the week. Some flexibility may be available for the right candidate.

The position needs someone who can begin work at approximately 8:00 AM because new client inquiries, cancellations, scheduling changes and other time sensitive needs need to be addressed promptly.

Washington State paid sick leave accrual is provided. Additional benefits are not currently offered.

Ready to Make Things Work Better?

If you're the person who naturally notices what needs attention, enjoys figuring things out and takes pride in following something all the way through, we'd love to hear from you.

Apply today and tell us why this role sounds like a good fit for you.

Pay: $22.00 - $26.00 per hour

Expected hours: 20.0 – 25.0 per week

Application Question(s):

• How many years of administrative, office coordination, or operations experience do you have?
• This position requires approximately 20–25 hours per week, with regular in-office hours in Camas on Monday, Wednesday, and Friday mornings. Are you able to meet this schedule?
• This role requires someone who can work independently, make routine decisions, and solve problems without needing step-by-step direction. How comfortable are you working this way?

Work Location: Hybrid remote in Camas, WA 98607

Salary : $22 - $26