Client Care & Operations Coordinator

About Meyer Counseling CenterAt Meyer Counseling Center, we believe the client experience begins long before a therapy session starts. Our administrative team plays a vital role in creating a welcoming, organized, and supportive environment for the children, teens, adults, and families we serve.We are a collaborative, relationship-focused practice that values professionalism, warmth, teamwork, and growth. As part of our team, you’ll work alongside compassionate therapists and leadership who value clear communication, mutual support, and meaningful work.If you enjoy helping people, thrive in an organized environment, and want to be part of a team that genuinely cares about both clients and staff, we’d love to connect with you.Position SummaryThe Client Care & Operations Coordinator plays a key role in creating a warm, organized, and efficient experience for clients and staff at Meyer Counseling Center. This role serves as a primary point of contact for clients while supporting the day-to-day administrative and operational needs of the practice.The ideal candidate is organized, proactive, detail-oriented, and able to balance professionalism with empathy in a fast-paced mental health environment.Core ResponsibilitiesClient Experience & Front Desk SupportServe as a welcoming and professional first point of contact for clients by phone, email, and in person.Respond to client inquiries in a timely, compassionate, and professional manner.Coordinate and manage therapist schedules and client appointments.Send appointment reminders and assist with scheduling changes as needed.Help ensure clients receive appropriate intake paperwork and required documentation prior to appointments.Provide clients with general information regarding services, scheduling, and office procedures.Handle client concerns with professionalism and discretion while upholding practice policies, including cancellation and rescheduling policies.Administrative & Office OperationsSupport the daily administrative operations of the office to help maintain an organized and efficient environment.Maintain office supplies, organization, and general office readiness.Coordinate room scheduling to support therapist appointments and office flow.Assist with maintaining a clean, welcoming, and professional office atmosphere.Support seasonal office organization and décor coordination as needed.Assist in improving administrative workflows and operational efficiency.TherapyNotes Coordination & Documentation SupportUtilize TherapyNotes for scheduling, client documentation coordination, and administrative support tasks.Ensure client records and intake documentation are accurately collected and maintained within TherapyNotes.Coordinate with the practice’s billing contractor regarding administrative or client account needs as necessary.Pull scheduling and utilization reports for leadership review as requested.Track therapist licensure renewal dates and notify therapists and supervisors of upcoming expirations.Team CollaborationCollaborate closely with therapists and leadership to support practice operations and client care.Participate in team meetings and contribute to operational improvements and office initiatives.Maintain professionalism, confidentiality, and strong communication across all interactions.Qualifications2–3 years of previous administrative, scheduling, or client service experience required.Experience in a medical, counseling, or healthcare office preferred.Strong organizational and multitasking skills.Excellent written and verbal communication skills.Ability to handle sensitive situations with professionalism and discretion.Comfortable learning and utilizing technology systems and software platforms.Ability to work independently while maintaining strong attention to detail.Preferred AttributesWarm, welcoming, and client-centered demeanor.Strong problem-solving and organizational abilities.Adaptable and comfortable in a growing practice environment.Able to balance empathy with professionalism and policy enforcement.Proactive and dependable with strong follow-through on responsibilities.CompensationSalary Range: $45,000–$50,000 annuallyFull-Time Position