Practice Operations Coordinator

About Us At the Center for Anxiety and Behavior Management, we are a team of psychologists, professional counselors, and social workers that help children, teens, adults, and families improve their quality of life through compassionate, evidence-based mental health care. We maintain a high standard of clinical excellence and professional operations. We are seeking a highly capable, organized, and personable professional to serve as the foundational hub of our practice and the first point of contact for our clients. About the Role We are looking for a reliable, polished, and solution-oriented Practice Operations Coordinator to serve as the "hub" of our practice. You will be the primary point of contact for clients and a vital support pillar for our clinical staff. Alongside client engagement and sales responsibilities, you will also manage essential administrative tasks that support our practice's day-to-day operations. We take great pride in our operational standards. We value precision, efficiency, and a culture of mutual respect. You will manage the front office operations, handle scheduling, and play a key role in practice growth by ensuring prospective clients are guided seamlessly toward the care they need. The Schedule We are seeking someone who can commit to one of the following scheduling structures:

Option A:

Rotating M/W/F one week, then T/Th the following week (11:00 AM•7:00 PM).

Option B:

M/T or W/Th with rotating Fridays (11:00 AM•7:00 PM).

Optional:

Saturday availability (8:00 AM•1:00 PM) is available for those interested in extra hours.

Key Responsibilities Practice Operations:

Oversee the day-to-day office environment, including scheduling, record keeping, and payment processing.

Client Outreach & Education:

You will be the first voice our clients hear. If you have been told that you have a warm, professional, and clear speaking phone voice, this might be the role for you. You must be comfortable with the "sales" side of the role, which, for us, means confidently educating prospective clients on our services and guiding them through the intake process using our established communication protocols.

Communication Hub:

Serve as the bridge between clients, your office counterpart, and our clinical staff. You will handle phone, text, and email inquiries with a professional, calming, and solution-oriented demeanor, ensuring that information is handed off clearly and concisely to your team.

Detail Management:

Maintain accurate records and ensure our systems (CRM, scheduling software) are always up to date.

Client Outreach & Conversion:

You will serve as the primary point of contact for all new inquiries. We are looking for someone who can confidently educate prospective clients on our services, utilize established protocols to move callers from "inquiry" to "booked appointment," and proactively follow up on outstanding leads. You view every interaction as an opportunity to help a family take the first step toward better mental health.

The Ideal Candidate Poised Under Pressure:

You navigate complex situations with a steady, cool-headed approach. You prioritize tasks effectively to ensure the office runs smoothly even during busy times.

Meticulous & Sharp:

You have an exceptional memory and a keen eye for detail. We rely on you to ensure that nothing, from appointment times to client documentation, slips through the cracks.

Technologically Proficient:

You are comfortable and efficient with Microsoft Office, Google Drive, CRMs, and scheduling platforms.

Collaborative Communicator:

You possess excellent spelling, grammar, and phone etiquette. You communicate with clarity, ensuring that your office counterpart is always fully informed for a seamless hand-off between shifts.

Adaptable & Flexible:

You are comfortable shifting focus as the day requires, prioritizing tasks to ensure the office runs smoothly.

Customer-Focused:

You genuinely enjoy interacting with people. You are the face of our practice, and you take pride in making clients feel heard, understood, and supported.

Persuasive Communication & Conversion Skills:

You are comfortable with the "ask." You understand that your role is to guide families through the decision-making process so they can access the care they need. You aren't just an order-taker; you are skilled at identifying a caller's needs, overcoming objections, and effectively converting inquiries into scheduled consultations. (Prior experience in a professional sales role is a definite plus, but your ability to clearly articulate the value of our services and move prospects to a decision is what matters most.) Why Join Us?

Autonomy:

We value professionals who can manage their workflow. You will have the space to work independently without being micromanaged.

Supportive Environment:

Work in a beautiful, newly renovated office alongside a team that values professional communication and mutual respect.

Perks:

Access to employee discount and perks programs through our payroll company.

Longevity:

Join a tight-knit, collaborative team where staff longevity is the norm.

Impact:

Work for a practice with a well-established reputation for excellence in the community.

Healthy Boundaries:

We value the time you spend with us and the time you spend away from us. We prioritize focused, efficient work during the day, which allows us to honor and protect your personal time completely when you clock out.

Premium Compensation:

We offer a highly competitive salary, reflecting the high standards and importance of this role within our practice. If you are a detail-oriented professional who is comfortable with outreach, skilled in office administration, and looking for a high-standard, professional work environment, we would love to hear from you. Please submit your resume and a cover letter detailing your experience and why you are the perfect fit for this role .

Pay:

From $23.00 per hour Application Question(s): Have you read this job description thoroughly? Why do these possible schedules work for you? What is one word we use in the job description to describe the type of phone voice we're looking for? Can you reliably commit to every other Friday for work? This is not the type of job where you can be on your phone all day. We are a busy environment with lots of human interaction, and organization is key to operations running smoothly. Are you comfortable working in a busy environment, keeping conversation, selling our services, and staying organized?

Experience:

sales: 2 years (Preferred)

Work Location:

In person