Administrative Coordinator- Mental Health Group Practice
Best Life Counseling | Ontario, CA (Hybrid)
Part-Time (10-15 hours/week)
$22–26/hour DOE
Join a practice that's changing the way women experience mental health care.
At Best Life Counseling, we believe every woman deserves to feel seen, safe, and supported. We specialize in helping women, mothers, and families navigate anxiety, burnout, pregnancy and postpartum, trauma, grief, and life's many transitions with compassion and evidence-based care.
We're looking for an exceptional Administrative Coordinator to become the heart of our operations and the welcoming first impression of our practice.
This isn't simply an administrative role. It's an opportunity to help shape an incredible client experience while becoming an integral part of a growing, mission-driven team.
What You'll Do
Create an Outstanding Client Experience
- Serve as the first point of contact for prospective and current clients by phone, email, and text
- Respond promptly and professionally to inquiries (within one business day)
- Guide new clients through our intake process with warmth and compassion
- Schedule consultations and therapy appointments
- Match prospective clients with the therapist who best fits their needs
- Ensure every client feels welcomed, informed, and cared for
Keep the Practice Running Smoothly
- Manage clinician schedules and calendars
- Verify insurance benefits and assist with billing support
- Process intake paperwork, releases, and administrative documentation
- Maintain organized client records within our electronic health record
- Monitor emails, voicemail, and administrative workflows
- Track projects and follow through on details with minimal supervision
Support Practice Growth
- Assist with Google review requests and client follow-up
- Update therapist profiles and online directories
- Help coordinate workshops, speaking engagements, and community events
- Assist with simple website updates, Canva projects, and social media tasks
- Identify opportunities to improve systems and streamline processes
Who We're Looking For
You may be a great fit if you...
- Love creating organized systems
- Take initiative without waiting to be asked
- Communicate professionally and warmly
- Are highly dependable and detail-oriented
- Enjoy solving problems and finding solutions
- Can manage multiple priorities while maintaining accuracy
- Thrive in a fast-paced but supportive environment
- Care deeply about helping others
We're looking for someone who takes ownership of their work, communicates proactively, and genuinely enjoys making life easier for others.
Qualifications Required
- Previous administrative or customer service experience
- Excellent written and verbal communication skills
- Strong organizational and time management abilities
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)
- Comfortable learning new technology and software
- Ability to maintain confidentiality and professionalism
Preferred
- Experience in a therapy, counseling, medical, or healthcare office
- Familiarity with SimplePractice or another electronic health record
- Insurance verification or medical scheduling experience
- Experience with Canva, WordPress, or social media
- Spanish-speaking is a plus but not required
What We Offer
- Flexible part-time schedule
- Hybrid work environment
- Paid sick time
- Paid training and professional development
- Opportunities for growth and advancement as the practice expands
- A collaborative, supportive, and mission-driven team
Growth Opportunity
We are looking for someone who wants to grow with us.
This position has the potential to evolve into a Lead Administrative Coordinator or Practice Manager role as Best Life Counseling continues to expand.
If you're excited about helping build something meaningful while making a real difference in the lives of women and families, we'd love to hear from you.
To Apply
Please submit:
- Your resume
- A brief cover letter telling us why this position interests you
- Your favorite productivity or organizational tool (and why you love it)
Bonus Question: Tell us about a time you noticed a problem before anyone else did and how you solved it.
We can't wait to meet you!
Pay: $22.00 - $26.00 per hour
Benefits:
- Flexible schedule
- Professional development assistance
- Retirement plan
- Work from home
Work Location: Hybrid remote in Ontario, CA 91764
