Office Administrator / Client Care Coordinator

Mental Health Office Administrator / Client Care Coordinator

Join Our Dynamic Team as our Front Desk Administrator!

Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Ready to be part of a vibrant team where your skills and expertise are valued and celebrated?

About Us:

We are a leading therapy practice in San Clemente dedicated to transforming lives through compassionate, evidence-based care. We offer comprehensive therapy and mental health services for children, teens, adults, couples and families. Our team is committed to providing the highest quality mental health services in a supportive and inclusive environment.

Our Vision

We lead with authenticity and provide the highest level of service and care, striving to help our patients and their families discover a life with more ease. With practical strategies and goal-focused treatment, our hope is to leave a lasting impression on everyone who walks through our doors. We are also committed to giving back to the community via educational events and providing resources whenever possible.

Our Core Values

As a team, we value:

• Authenticity
• Respect
• Leading with kindness and compassion
• Team work and valuing every team member’s contribution

What We Offer:

• Competitive Compensation
• Supportive Environment
• Beautiful, Well-Appointed Office Suite
• Conveniently located right off the freeway by the San Clemente Trader Joe’s
• Easy parking in a private lot
• Opportunities for growth, if desired

Essential Duties and Responsibilities:

• This position is IN PERSON - The role requires consistent on-site presence during scheduled hours to support day-to-day operations and client interactions.
• Front Desk Support: Provide exceptional support to our therapy practice, assisting with client bookings, payments, and managing intake & consent forms.
• Client Interaction: Welcome clients to the office, answer client calls and emails, return calls and engage with prospective new clients, and process payments at the end of sessions - all with professionalism and compassion.
• Quality Assurance: Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered.
• Team Member Support: Meet with our Director regularly and our clinicians as needed, to ensure smooth processes and appropriate administrative support.
• Office Maintenance: Support the overall cleanliness and organization of the office to help maintain a welcoming environment for clients and staff, manage office supplies, maintain clinical files, and provide additional support as needed.

To Succeed in This Role:

• You will excel if you possess excellent communication skills and the ability to lead and promote the vision of the clinic
• You must be extremely organized, thinking 10 steps ahead, with the ability to see the big picture with an entrepreneurial mindset
• You have a passion for helping others, as you will be the primary point of contact for our clients
• You are eager to help develop and refine systems that ensure the practice runs smoothly
• You are able to use technology platforms, such as Google Workspace Apps, Dropbox, Simple Practice EHR, and more

Qualifications:

• 2-3 years of experience in Client Care and Customer Service, preferably in a medical office at the front desk
• Must be tech-savvy
• Psychology undergraduate students and graduates are welcome!

Skills & Attributes of Our Ideal Candidate:

• Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure
• High attention to detail and very reliable/responsible
• Strong communication skills with the ability to communicate professionally and compassionately
• Confidence in sharing ideas and constructive feedback to help us grow
• Flexible and willing to learn as things change
• Ability to juggle multiple projects simultaneously, meeting deadlines and keeping promises
• Tech-savvy, with experience using Google Drive Suite (Google calendar, google docs, google sheets, gmail), Dropbox, Windows, Instagram, Facebook
• Ability to trouble-shoot minor tech issues such as bluetooth connection, printer errors, etc.
• Knowledge of Simple Practice EHR (or other medical EHRs) is an additional asset
• An appetite for innovation and simplicity with a strong process orientation
• Ability to work autonomously and collaboratively with a talented team

Physical Demands & Work Environment:This position requires the ability to sit, stand, and use a computer for extended periods. Occasional light lifting (up to 20 lbs) may be required. The role is primarily in-office with minimal exposure to outside elements. The environment is quiet to moderate noise, professional in appearance, and designed to promote a calm and welcoming space for clients of all ages. The employee must be able to move between rooms and navigate a multi-room office suite. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role.

Application Process: Please submit your CV/resume and a cover letter explaining your experience and interest in this position. Reference checks and a background check will be required before hire.

For more info on our practice, check out our website: www.scpsychservices.com

Accommodations available upon request.

Pay: $23-$28/hr

Position is part-time, 20-25 hours per week

This is a non-exempt, in-person position based at our San Clemente office. The schedule will follow a Monday through Friday structure, with hours primarily falling in the afternoon and early evening.

While the schedule may vary based on client needs and office operations, it will be coordinated with the employee in advance. Flexibility is offered where possible, and all time worked must be accurately tracked.

Proximity will be helpful in this role due to operational needs. This role requires consistent on-site availability.

Meal and rest breaks will be provided in accordance with California labor law.

Classification: Non-Exempt (Hourly)

At-Will Employment Statement: This job description is not a contract and does not alter the at-will employment relationship between the employer and employee.

Equal Employment Opportunity (EEO)

San Clemente Psychological Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Part-time

Pay: $23.00 - $28.00 per hour

Work Location: In person

Salary : $23 - $28