What are the responsibilities and job description for the Office Coordinator position at LifeSkills Connection Inc?
Position: Office Coordinator
FLSA Status: Non-Exempt (Hourly)
Status / Schedule: Part-time – 30 hours per week; Monday–Friday, 10:00 a.m.–4:00 p.m.
Reports To: Designated Corporate Leadership
POSITION Description: The Office Coordinator is responsible for the efficient daily operation of the Holistic Healing Center office location. This position serves as the primary point of contact for clients, visitors, and staff while ensuring administrative, financial, and operational tasks are completed accurately and on time. The Office Coordinator works closely with the corporate office, accounting department, and service providers to support a positive client experience and smooth office operations.
RESPONSIBILITIES:
Front Office Operations
- Open and close the office and cash drawer each day
- Answer incoming phone calls and direct inquiries appropriately
- Schedule appointments and maintain appointment calendars
- Check guests and clients in for appointments
- Conduct new client intake processes and ensure all required paperwork is completed
- Provide excellent customer service to clients, visitors, and staff
Financial & Billing Responsibilities
- Accept client payments and co-pays
- Balance and count the cash drawer daily
- Prepare weekly cash reports and submit cash drawer counts to Accounting each Monday
- Prepare and complete bank deposits and bank runs as needed
- Scan client payments and upload documentation into KASA
- Notify KASA when payment documentation has been uploaded prior to running PBP
- Assist with collection calls and emails regarding outstanding balances
Administrative Support
- Scan and submit invoices to the Accounting Department
- Track and submit clinical supervision hours for licensed provider(s) with PBP documentation
- Maintain organized electronic and physical filing systems
- Order office and cleaning supplies as needed
- Coordinate water cooler deliveries with the designated vendor
- Approve employee timecards, missed punches, and timekeeping corrections for designated staff members
Facility Maintenance
- Maintain a clean, welcoming, and professional office environment
- Perform routine cleaning duties including:
- Dusting
- Sweeping
- Mopping
- Trash removal
- General office upkeep
Marketing & Community Engagement
- Create and publish Facebook and social media posts for Holistic Healing Center in accordance with company guidelines
- Promote office services, events, and community engagement initiatives in accordance with company guidelines
Client Services Support
- Assist with Foot Detox services as assigned
- Support staff and providers with client flow and operational needs
- Ensure clients have a positive and professional experience while at the facility
- Provide other administrative support as necessary and perform other duties as assigned
SKILLS AND QUALIFICATIONS:
- Strong organizational and time-management skills
- Attention to detail and financial accuracy
- Ability to handle confidential client and financial information
- Strong communication and interpersonal skills
- Ability to work independently and manage multiple priorities
- Reliability, accountability, and a customer-service focus
- Problem-solving skills and a team-oriented approach
EDUCATION AND EXPERIENCE REQUIREMENTS:
- High school diploma or equivalent required
- Previous administrative, receptionist, customer service, or office coordination experience preferred
- Proficient with Microsoft Office, email, scheduling software, and electronic documentation systems
BENEFITS INCLUDE:
- Employer paid Short- and Long-Term Disability, Life Insurance
- Full Health & Medical benefits (Dental, Health, Vision)
- 401k Retirement Plan, HSA, FSA
- Paid Holidays, PTO More
LifeSkills Connection Inc. is committed to granting equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, gender, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other legally protected category.
If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process or are limited in the ability or unable to use this online application process and need an alternative method for applying, you may contact Human Resources, 833-311-1661, for assistance.