Tacoma Wellness Collective is a growing group mental health practice serving adults, adolescents, children, and families in Tacoma and throughout Washington State. We believe that thoughtful client care begins before someone ever walks into a therapy room. From the first email or phone call, we want people to experience warmth, responsiveness, clarity, and care. We're looking for an Operations & Client Care Coordinator who can help us create that experience while keeping the day-to-day administrative operations of our practice running smoothly. This role begins with a strong focus on client care and administrative operations. As you learn our systems and become confident managing the daily workflow, the position will expand to include community relationship-building, professional networking, and light marketing support. About the Role This is a great position for someone who genuinely enjoys creating order, communicating with people, keeping track of details, and making sure things don't fall through the cracks. You'll be the first point of contact for many prospective and current clients and will play an important role in keeping the administrative side of our practice organized and responsive. This is not a position where every task will be individually assigned. You'll receive training, written procedures, established systems, and ongoing support. As you learn the role, however, you'll be expected to independently manage routine workflows, recognize what needs attention, follow established processes, and make sure open administrative loops are either completed or appropriately handed off. We're looking for someone who doesn't just complete a task and move on—they naturally notice what needs to happen next. What You'll Do Your initial responsibilities will include: Monitor and manage our Client Care email inbox Monitor and respond to practice phone calls, voicemail, and text messages Respond warmly and promptly to prospective-client inquiries Help prospective clients identify appropriate clinicians based on availability, scheduling needs, and services offered Coordinate consultation and intake scheduling Manage new-client onboarding Send and monitor intake paperwork and follow up on incomplete forms Verify insurance benefits and accurately document benefit information Communicate insurance benefit and estimated client-responsibility information to clients Maintain our referral tracking system Follow up with prospective clients according to established procedures Manage routine administrative tasks and follow-ups in SimplePractice Respond to current-client administrative questions and appropriately route clinical matters Support clinicians with routine administrative requests Maintain accurate and organized administrative records Identify unfinished administrative tasks and make sure there is a documented next step Recognize when something falls outside an established procedure and needs to be escalated Complete occasional in-person administrative tasks at our Tacoma office As You Grow Into the Role Once you've learned the core administrative systems and are confidently managing them, you'll also have opportunities to support the growth and community presence of Tacoma Wellness Collective.

This may include:

Developing and maintaining relationships with local referral partners Conducting outreach to potential professional and community partners Helping TWC strengthen its presence within the Tacoma community Maintaining community referral resources Supporting professional networking and outreach initiatives Creating and scheduling Google Business Profile posts and updates Supporting routine social media content and posting Assisting with other light marketing and practice-growth projects Tracking referral sources and helping us understand which relationships and outreach efforts are generating referrals You May Be a Great Fit If You... Are exceptionally organized and detail-oriented Naturally notice when something hasn't been completed or followed up on Enjoy keeping track of multiple moving pieces without losing the details Don't need someone else to continually generate your task list Like systems, checklists, organization, and closing open loops Can prioritize effectively when several things need attention at once Communicate warmly and professionally by email, phone, and text Are comfortable interacting with people who may be stressed, overwhelmed, or seeking support Can follow established procedures consistently Have good judgment about when to follow a process and when to ask for help Are comfortable learning new software and navigating multiple systems Work well independently while staying communicative and accountable Handle confidential and sensitive information thoughtfully Are dependable and consistent Enjoy building relationships and would eventually feel comfortable representing Tacoma Wellness Collective with community partners and other professionals Are interested in growing with a small, values-driven business Experience Experience in a mental health practice, healthcare office, insurance verification, medical administration, or another client-facing professional-services environment is helpful, but not required. Experience with writing, Canva, social media, Google Business Profile, community outreach, or professional networking is also a plus. More important than experience with any particular software or industry is your ability to learn systems, communicate well, take ownership of your responsibilities, and reliably follow things through to completion. Schedule This is a part-time W-2 position of approximately 15-20 hours per week. The typical schedule will be approximately 3-4 hours per day, Monday through Friday. Because this position supports daily client communication and practice operations, consistent weekday availability is important. The position is primarily work-from-home, with occasional required work at our Tacoma office. Applicants should live within reasonable commuting distance of Tacoma. Compensation $20/hour W-2 employee position. What Success Looks Like Someone thriving in this role isn't simply waiting for the next assignment. They know what's happening within their areas of responsibility. They know what needs attention today, what they're waiting on, what requires follow-up, and what needs to be escalated. They communicate when something isn't clear or can't be completed rather than allowing it to quietly disappear. Over time, the goal is for you to own the routine administrative workflow of the practice, freeing our clinicians to focus on clinical care and our Clinical Director to focus on leading and growing Tacoma Wellness Collective. We're hoping to find someone who wants to stay with us long-term and grow alongside TWC as our practice continues to evolve and expand. How to

Apply:

Please submit your résumé and a brief cover letter telling us why you believe you'd be a great fit for this role and for Tacoma Wellness Collective. We'd especially love to hear what interests you about the position and how your experience, strengths, or working style would help you succeed in it.

Pay:

From $20.00 per hour Expected hours: 15.0 - 20.0 per week

Benefits:

Flexible schedule Work from home

Work Location:

Hybrid remote in Tacoma, WA 98406