Office Administrator

At ProTeam Wellness, we are dedicated to helping individuals achieve better health through compassionate care, teamwork, and a patient-first approach. We are excited to offer an opportunity to join our growing team as an Office Administrator. This role is ideal for a motivated, organized professional who enjoys creating a welcoming environment, supporting daily operations, and helping our team deliver an exceptional experience for every client. Join us and become part of a positive workplace focused on wellness, collaboration, and making a difference in the community!Key ResponsibilitiesGreet and check in clients with professionalism, respect, and discretionAnswer phones and respond to inquiries, including time-sensitive or confidential requestsSchedule, confirm, and manage appointments for clinicians and clientsCoordinate intake processes, ensuring all required documentation is completed accuratelyVerify insurance benefits, authorizations, and collect co-pays/paymentsMaintain and update client records in the electronic health record (EHR) systemHandle all client information in strict compliance with HIPAA and heightened confidentiality expectations common among public safety personnelServe as a liaison between clients and clinicians while maintaining appropriate boundariesManage cancellations, waitlists, and urgent scheduling adjustmentsSupport basic billing functions and follow up on outstanding balancesMaintain a calm, organized front office environment, especially during high-stress interactionsMonitor office supplies and ensure front desk efficiencyQualificationsHigh school diploma or equivalent (Associate’s or Bachelor’s degree preferred)2+ years of front office or administrative experience, preferably in healthcare or behavioral healthExperience working with or supporting public safety, military, or high-stress professions is strongly preferredFamiliarity with insurance verification, co-pays, and prior authorizationsExperience with EHR systems and scheduling platformsStrong organizational skills and attention to detailExcellent communication and interpersonal skillsAbility to remain calm, professional, and empathetic under pressureHigh level of discretion and ability to manage sensitive informationPreferred SkillsUnderstanding of first responder culture and occupational stressors (e.g., trauma exposure, shift work, stigma around mental health)Experience in trauma-informed care environmentsDe-escalation and conflict resolution skillsWork EnvironmentOutpatient behavioral health clinic with a focus on public safety professionalsMay involve interactions with clients experiencing acute stress, trauma-related concerns, or crisis situationsRequires strong boundaries, emotional resilience, and professionalismBenefitsPaid Time Off (PTO) for vacation, personal time, and sick leavePaid holidays observed throughout the yearHealth, dental, and vision insurance options availableRetirement savings plan opportunitiesSupportive and collaborative team environmentWellness-focused workplace culture