Administrative Coordinator - Front Desk & Family Experience Brain Balance of Tulsa - 3.5 Tulsa, OK Job Details Full-time $16 - $19 an hour 16 hours ago Benefits Paid training Paid holidays Health insurance Paid time off Retirement plan Qualifications Google Workspace Administrative experience Attention to detail Manual handling Full Job Description Administrative Coordinator - Front Desk & Family Experience Brain Balance of Tulsa Tulsa, OK Full-Time | $16.00-$19.00 per hour

Schedule Monday, Tuesday, Thursday:

9:30 AM-8:00

PM Wednesday, Friday:

9:30 AM-3:00 PM Approximately 40 hours per week Applicants must be available for the full posted schedule. Why Brain Balance? Brain Balance is growing, and we're looking for people who want to grow with us. We are a mission-driven team helping children, teens, and adults who struggle with focus, learning, behavior, anxiety, and related challenges. Our work is highly relational, and every role contributes to the experience families have from the first phone call through program completion.

Our Mission:

We change the trajectory of each client's life by optimizing Brain Health.

Our Core Values:

Integrity | Aligned | Intentional | Disciplined | Accountable | Solution Focused | Results Oriented | Relational About the Role The Administrative Coordinator is one of the primary people families interact with when they call, text, email, or walk through our doors. This is more than a traditional front-desk position. You will help own the day-to-day administrative systems that keep the center organized, responsive, accurate, and welcoming. We're looking for someone who can grow beyond simply completing assigned tasks into someone who notices what needs attention, follows through, prevents routine problems, and takes ownership of the front desk. What You'll Do Greet and communicate with families warmly and professionally Manage phone calls, texts, emails, voicemails, and incoming inquiries Follow up with prospective families and help them move toward the appropriate next step Schedule assessments, Director calls, student sessions, Progress Reports, Re-Assessments, and other appointments Maintain accurate calendars, CRM/STU records, attendance information, and family documentation Process routine payments, receipts, and related documentation Prepare family materials, forms, folders, welcome items, and graduation needs Maintain an organized, professional front desk and lobby Monitor supplies and routine center needs Support Directors and coaches with administrative and operational needs Catch errors, scheduling issues, or missing details before they become larger problems Follow responsibilities through to completion rather than allowing details to fall through the cracks Who We're Looking For You may be a great fit if you are: Warm, relational, and comfortable communicating with families Highly organized and detail-oriented Dependable and consistent Able to manage several priorities without losing accuracy Proactive and comfortable taking ownership Good at noticing when something is missing or doesn't look right Able to follow systems while still using good judgment Calm and professional when things get busy Coachable and receptive to feedback Comfortable working around children and families with a wide range of developmental, behavioral, learning, and emotional needs Experience in administration, customer service, education, medical offices, scheduling, front-desk work, or a similar environment is preferred. Experience with Google Workspace, CRM systems, scheduling platforms, or payment systems is helpful. Training is provided. Professional Appearance Because this is a highly visible, family-facing role, team members are expected to maintain a clean, polished, credible, energetic, and approachable appearance that is professional and appropriate for a child-focused setting. This includes following Brain Balance standards for attire, grooming, hygiene, hair, jewelry, nails, and piercings. Facial piercings are not permitted while working. Clear or discreet spacers/retainers may be worn in place of facial jewelry. Benefits Paid Time Off Paid Holidays Health Insurance Reimbursement Option Retirement Plan with 3% Employer Match Paid training and professional development Opportunities for growth Supportive, mission-driven team environment Physical & Attendance Expectations Reliable attendance and punctuality are essential Ability to stand, walk, bend, and move throughout the center Ability to lift up to 25 pounds for supplies and routine center needs Ability to work effectively in a busy, child- and family-centered environment Ability to use computers, phones, tablets, and administrative technology throughout the workday Interested? If you're organized, relational, dependable, and the kind of person who notices what needs to be done and takes ownership of it, we'd love to hear from you.

Pay:

$16.00 - $19.00 per hour Expected hours: 40.0 per week

Benefits:

Health insurance Paid time off Retirement plan Application Question(s): What interests you about working at Brain Balance, and what about your background, strengths, or experiences makes you believe you would be a strong fit for this role? Tell us about a time you noticed something was not being handled well, or could become a problem, and took initiative to improve or solve it. What did you notice, what did you do, and what was the outcome? Tell us about a role where you had to keep track of several responsibilities at the same time. How did you stay organized and make sure important details did not get missed? Describe a situation where you had to help a frustrated, confused, or emotional customer, parent, student, or client. How did you handle the conversation, and what was the outcome?

Work Location:

In person