Client Care Specialist

Do you have a passion for helping people and a calming, engaging phone presence? 
Are you a self-starter who thrives on solving problems and getting things done efficiently?
Do you pride yourself on your organization, attention to detail and adaptability to a variety of tasks? 

If so, this role may be for you!

Who We Are:

We are an independent outpatient counseling center that caters to children, families, couples and adults in Federal Way, Washington. We strive to provide an exceptional experience for our clients from the first phone call reaching out for help all the way through to coming into our office to work with our stellar team of providers. Our administrative team prides themselves on walking alongside our clients each step of the way as they start the process of getting help and support for the areas of their life they are struggling with most.

Position Overview: 

As our Client Care Coordinator, you’ll be the first point of contact for clients seeking our services. Many of our clients are struggling with personal or relationship issues, so your role is critical in creating a warm, compassionate experience from the very first hello. You’ll handle scheduling, follow-ups, and inquiries—mainly by phone and email—while using tools like Google Suite and EHR software to ensure everything runs smoothly. Your ability to create a VIP experience will set the tone for their entire journey with us.

This role is full-time 40 hours per week from 8:30am - 5pm PST

Key Responsibilities:

• Warmly interact with clients on the phone and via email, helping them feel at ease and cared for from the start
• Schedule and reschedule appointments, and problem solving with clients to ensure everything is handled promptly and with attention to detail
• Analyze openings to ensure clinicians have full caseloads and are scheduled efficiently
• Data entry, paperwork followup and setting up new patient charts through various systems 
• Organize, prioritize, and multi-task in a fast-paced environment while maintaining impeccable attention to detail
• Uphold confidentiality standards, including HIPAA, and safeguard client information

Ideal Candidate Will:

• Thrive on connecting with people and offering compassionate support
• Be organized, detail-oriented, and able to handle multiple projects at once without losing track
• Be quick and resourceful to learn new technology, including EHR systems.
• Love solving problems and finding solutions independently, anticipating needs before they arise
• Be adaptable and flexible, able to switch gears and jump in wherever needed to keep the flow going
• Work well in a small, high-accountability team, supporting colleagues and clients alike
• Be reliable, punctual, and responsive, taking initiative and following through on tasks without needing reminders
• Have an understanding of client relationship management or sales processes

Position Requirements:

• 2 year experience in reception or customer service center role answering phones on a consistent basis 
• 1 year of experience in client intake/administration with strict adherence to HIPAA for handling confidential client information.
• Ability to work in a private space
• Proficiency with computer software including Google Sheets and calendaring or scheduling software
• Strong verbal and written communication skills. Must demonstrate proficiency in telephone skills.

• Mental health practice experience
• Experience with Therapy Appointment and/or Therasaas
• Remote work experience

Why Join Us? You’ll be part of a dedicated team that values the unique contributions of each member. In this role, your ability to balance empathy with efficiency will make a real difference in our clients’ lives. If you’re someone who takes initiative, loves learning, and enjoys working in a supportive, people-focused environment, we’d love to hear from you!

Benefits: Twelve paid holidays, medical, dental & vision insurance with 75% of premiums for employees paid by employer, paid sick leave, paid vacation time, paid life insurance, Retirement Plan with company match

Rate:$20-25/hr, 40 hours per week
Schedule: 8:30am - 5pm PST with 30 min lunch break