What are the responsibilities and job description for the Office Admin position at Real Talk Counseling?
About the Role
We’re seeking a proactive, organized, and tech-savvy Office Manager to lead our daily administrative operations. This role is essential in supporting client relationships, ensuring efficient office systems, and helping our growing organization run smoothly. The ideal candidate is a self-starter with strong communication skills, attention to detail, and a client-first mindset.
Key Responsibilities
- .Administrative & Office Coordination
- Oversee day-to-day front office operations including scheduling, communication, and documentation.
Customer & Client Services
- Develop and maintain positive relationships with clients, insurance companies, and vendors.
- Perform follow-up customer service calls to ensure satisfaction and address concerns.
- Manage service invoicing, client billing, and collections activities with accuracy and timeliness.
- Ensure accounts receivable are current and coordinate with accounting or leadership as needed.
Scheduling & Communication
- Manage calendars, coordinate appointments, and track staff schedules and absences.
- Dispatch and confirm appointments with clarity and efficiency.
- Monitor and communicate staff time-off requests and track employee attendance.
Technology & Operations
- Utilize Microsoft Office Suite (Word, Excel, Outlook) and cloud-based platforms for scheduling and record-keeping.
- Assist with onboarding new staff into internal systems and help implement new processes or software tools.
- Answer and manage incoming calls with professionalism and courtesy; direct inquiries appropriately.
- Greet and assist visitors, ensuring a welcoming and organized front office environment.
- Maintain and organize office records, files, mail, and supplies.
- Provide administrative support including drafting correspondence, filing, and scheduling internal meetings.
Qualifications & Skills
- High school diploma required; Associate's degree or business coursework preferred.
- Minimum 2 years of experience in office administration, customer service, or related roles.
- Proficient in Microsoft Office Suite and comfortable learning new software systems.
- Excellent written and verbal communication skills.
- Exceptional organization, time management, and multitasking abilities.
- Ability to work independently and thrive in a fast-paced, high-volume environment.
- Strong interpersonal skills and a customer-service mindset.
Physical & Work Environment Requirements
- Must be able to sit, stand, walk, bend, lift up to 30 lbs, and perform office tasks throughout the workday.
- Ability to work under frequent interruptions and maintain professionalism.
- Intact sight and hearing (with or without assistive devices).
High school diploma required, Associate’s degree preferred.
- Previous experience in office administration or other related fields
- Ability to prioritize and multitask
- Ability to adapt to new systems set in place
- Excellent written and verbal communication skills
- Strong attention to detail
- Strong organizational skills
- Works well in high-volume setting
- Minimum of two years successful experience in customer service.Skills
- Working knowledge of Microsoft Office Suite, Word and Excel with minimal mistakes
- Strong English speaking and writing skills.
- Attendance, diligence, punctuality, and reliability.
- Ability to adapt to a fast-paced environment.
- Job Type:
- Part Time
Physical & Work Environment Requirements
- Must be able to sit, stand, walk, bend, lift up to 30 lbs, and perform office tasks throughout the workday.
- Ability to work under frequent interruptions and maintain professionalism.
- Intact sight and hearing (with or without assistive devices).
Schedule & Expectations
- 8-hour shift (Mon–Fri); occasional flexibility may be required.
- Part-time schedules (4–6 hour shifts) may be considered for qualified candidates.
- Onsite position; must reliably commute or plan to relocate before starting.
Why Join Us?
We are a growing organization focused on wellness, excellence, and community. You’ll play a central role in supporting our mission-driven work and enjoy a collaborative, values-based culture.
Job Type: Part-time
Pay: $18.00 - $24.00 per hour
Work Location: In person
Salary : $18 - $24