Client Service Coordinator

Ready to be the backbone of a fast-moving, mission-driven team?

We’re looking for a highly organized, detail-oriented, and proactive Client Service Coordinator (CSC) to serve as both the welcoming face of our office and the operational hub behind the scenes. This role blends front desk client services with office management and operational support to ensure our team, clients, and partners experience seamless service and a professional environment.

If you thrive in dynamic environments, love solving problems before they arise, and get excited about creating streamlined systems that support real impact—this is the role for you!

About PRO:

PRO Companies is a dynamic organization hiring professionals in human services and health and wellness. Our PRO ABA Services division provides Intensive Behavioral Health Services to children and youth in home, school, and community settings, while our PRO Pediatric Services division delivers a variety of school-based services. With a strong presence in various counties across Pennsylvania, we aim to positively impact individuals and communities.

What You’ll Do:

The Client Service Coordinator (CSC) is the first point of contact for clients, families, and visitors, while also playing a critical role in supporting day-to-day office operations. This position handles front desk duties, insurance verification, scheduling, and documentation, while also assisting leadership with office management needs such as supplies, facilities, and vendor coordination.

This is a hybrid role at our King of Prussia office and may require staying late on Mondays, Wednesdays, and Thursdays until 6pm.

Front Desk & Administrative Support

• Greet and assist clients, families, visitors, and staff in a professional and welcoming manner
• Answer phones, route calls, and manage voicemail/email inquiries
• Maintain an organized and welcoming front desk and waiting area
• Manage incoming and outgoing mail, faxes, and email correspondence

Scheduling & Coordination

• Schedule new and existing client appointments, evaluations, and follow-ups
• Manage provider schedules to ensure optimal appointment coverage
• Reschedule appointments and follow up on cancellations/no-shows
• Send appointment reminders via phone, email, or text

Insurance Verification & Billing

• Conduct verification of benefits (VOBs) for new and existing clients
• Obtain insurance authorizations as required
• Collect and log co-pays and out-of-pocket payments; issue receipts
• Communicate benefit details and financial responsibilities to families
• Collaborate with billing/finance team on discrepancies or updates

Client Services & Documentation

• Distribute intake and assessment packets; collect completed forms
• Track and follow up on outstanding assessments and paperwork
• Ensure documentation is accurate, complete, and properly filed in client records
• Maintain up-to-date electronic records in the practice management system

Office Management & Operations

• Maintain and order office supplies; coordinate special requests from leadership
• Ensure cleaning services and basic office maintenance are completed on schedule
• Support HR and operations teams with staff onboarding, clearances, and orientation
• Assist with payroll support, staff scheduling, and compliance recordkeeping
• Participate in weekly internal team meetings (clinical and operations)
• Contribute to service and financial goals by supporting smooth daily operations

Potential for other related responsibilities as programs evolve

Requirements

• Minimum of an Associate's degree from an accredited higher education institution.
• Working knowledge of K-12 school operations is highly preferred
• Prior experience in a healthcare, client services, or office coordination role
• Proficiency with computer hardware, software, and practice management systems
• Excellent verbal and written communication skills in English
• Strong organizational and time-management skills; detail-oriented
• Ability to work in a fast-paced, client-facing environment

Preferences

• Knowledge of insurance/benefit verification processes
• Familiarity with healthcare or behavioral health documentation
• Experience coordinating between clinical, administrative, and leadership teams

Other Skills/Abilities

• Maintain confidentiality and professional boundaries at all times
• Remain calm and professional in stressful situations
• Comfortable interacting with culturally and linguistically diverse families
• Effective problem-solving and conflict resolution skills
• Team-oriented with strong interpersonal skills

We are an Equal Opportunity Employer. Applicants are considered for this position without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, parental status, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state, or local law.