Client Services and Administrative Coordinator

Meticulously track client attendance and conduct necessary follow-ups.

Process new client intakes by collecting, organizing, and accurately entering information into their systems.

Maintain client files with a strong emphasis on confidentiality and compliance standards.

Manage incoming and outgoing mail, faxes, and emails, prioritizing items as needed.

Provide administrative coordination, including scheduling interpreters for client sessions.

Generate clear and concise reports to keep leadership informed on key metrics.

Assist with special projects and other duties as required, demonstrating flexibility.

Manage the company’s social media channels, post updates, and support clinical marketing outreach.

Develop and maintain mailing/email lists and contribute to the creation of newsletters.

Actively maintain waitlist records and process physician referrals with timeliness and accuracy.

Proven experience in an administrative or client-facing coordination role.

Impeccable attention to detail and superior organizational abilities.

Excellent written and verbal communication skills.

A trauma-informed and compassionate approach to client interactions.

Ability to work independently and manage multiple priorities effectively.

Experience with digital communication and project management tools (e.g., Slack, Notion, Microsoft Teams).

Familiarity with Electronic Medical Record (EMR) systems is a strong asset.

A quick learner who is adaptable to new processes and technologies.