Bay Area therapy practice seeking a part-time coordinator to manage client intake and provide light support for our office and occasional events. This role is ideal for someone warm, organized, and detail-oriented who enjoys being the first point of contact for people seeking care. You'll manage prospective clients from first inquiry through matching them with a therapist and scheduling their first consult call. You'll also help keep our Piedmont office running smoothly with a weekly visit, and lend a hand at a handful of weekend workshops throughout the year. About the Practice 4 therapy offices across 2 locations (plus subleases) ~20 clinicians 5 supervisors, including the practice founder, who leads workshops One virtual office manager (handles payroll and clinician onboarding part time) Responsibilities Client Intake Serve as the first point of contact for prospective clients (mainly via email) Track and follow up with prospective clients through the intake pipeline, with a focus on fast response times — we know prospective clients lose interest quickly if they don't hear back promptly Match clients to clinicians based on fit, specialty, and availability Schedule first consult calls Maintain accurate, up-to-date records in our practice management system (e.g., Simple Practice) [nice to have] Identify where prospects drop off and help tighten the process — including using AI tools to speed up response times, draft communications, and improve the workflow Office Support (weekly, in-person) Visit the Piedmont office once a week to ensure it's organized, stocked, and well cared for (including the plants) Flag maintenance or cleaning issues to the appropriate contact and coordinate with our cleaner as needed Orient new clinicians to the office space and handle key transfer Workshop Support (6-8x/year, weekends) Support weekend workshops led by the practice founder with setup, breakdown, and food logistics Weekend dates provided months in advance Ideal Candidate Warm, professional phone/email presence — comfortable being someone's first contact with therapy Organized and reliable; responsive within a consistent window, with urgency around new inquiries Proficient with technology- especially tools like Google Workspace (Docs, Calendar, Sheets) [nice to have] experience using Simple Practice [this is an intuitive platform & easy to learn] Curious about and comfortable using AI tools to work smarter and faster — interested in building small processes and automations, not just following instructions Detail-oriented and process-minded Comfortable working independently with minimal oversight [Nice to have]: open to light client correspondence on weekends (under 1 hour) — a plus given how much response speed matters to conversion Experience working as an intake coordinator or with therapy practices a plus Logistics ~10 hours/week, mostly remote. Ability to correspond with clients within 12-24 hours key given how much response speed matters to conversion One in-person office visit required weekly Workshop support 6-8x/year (weekend dates provided months in advance) Weekend responsiveness a plus, not required Reports to the

Practice Director Pay:

$25.00 - $35.00 per hour Expected hours: 10.0 - 15.0 per week Application Question(s): Are you able to come in person once a week to our office in Oakland? Do you have any experience with process improvement or using AI to increase efficiency? Please share. Do you have experience as an intake coordinator or working in a therapy practice?

Work Location:

Hybrid remote in Oakland, CA 94605