Receptionist/Administrative Coordinator

Job Summary

Healing Waters Counseling (HWC) seeks to excel in the care it offers the community as providers come alongside individuals on their journey toward healing and wholeness.

The Receptionist / Administrative Coordinator plays a vital role in supporting this mission by creating a welcoming, organized, and efficient environment for both clients and providers. This role is ideal for someone who is relational, organized, proactive, and aligned with a heart for serving others.

Key Responsibilities Client Intake & Communication

• Manage the client intake process from initial inquiry through scheduling
• Respond to phone calls and email communication in a timely and professional manner
• Coordinate with providers to schedule consultations and intake sessions
• Set up and manage client portals for new clients

Office & Administrative Support

• Maintain a clean, organized, and welcoming office environment for clients of all ages
• Manage office-related needs, including monthly payments to maintain office space
• Keep internal documents organized, updated, and easily accessible
• Schedule office space and group room usage
• Serve as a point person for SimplePractice support and troubleshooting
• Communicate with the Administrative Director regarding provider caseloads and needs

Billing Support

• Assist with processing cash, credit card, and check payments
• Contact clients regarding outstanding balances in a professional and respectful manner
• Support billing-related communication (calls, emails)
• Send out monthly client statements
• Organize monthly billing outreach details

Community Networking & Outreach

• Support efforts to build relationships within the local community
• Assist in outreach through calls, emails, and in-person visits to community organizations
• Help communicate services such as therapy sessions, group events, and retreats
• **Assist in crea...