Front Office CoordinatorFull-Time | Arise Wellness | Gainesville, FL
Pay: $15–17/hour (based on experience)
At Arise Wellness, we believe healing begins the moment someone reaches out for help. Often, the very first person a client speaks with is our Front Office Coordinator. Because of that, we're looking for someone who is warm, organized, proactive, and genuinely enjoys helping people.
This role is much more than answering phones. You'll be the welcoming face of our practice while helping keep the office running smoothly behind the scenes. We're looking for someone who loves creating order, anticipates needs before they arise, and enjoys being part of a collaborative team that values authenticity, compassion, and excellence.
If you're someone who thrives in a fast-paced environment, enjoys solving problems, and wants your work to make a meaningful difference every day, we'd love to meet you.
Position Details
- Full-Time (40 hours/week)
- Monday-Friday
- In-person
- Pay: $15-17/hour based on experience
Responsibilities Client Experience
- Welcome clients warmly as they arrive
- Answer phones, emails, and text messages professionally and compassionately
- Schedule, reschedule, and confirm appointments
- Guide new clients through the intake process
- Maintain client confidentiality and HIPAA compliance
- Create a calm, welcoming environment for clients and families
Administrative Responsibilities
- Manage multiple clinician schedules
- Process client payments and maintain accurate records
- Prepare, scan, and upload documents into our electronic health record
- Coordinate communication between clients and clinicians
- Organize office supplies and maintain common areas
- Assist with office projects, workshops, and community events
- Handle incoming and outgoing mail
- Support day-to-day office operations
Office Coordination
- Keep the office organized and running efficiently
- Troubleshoot scheduling conflicts and unexpected issues
- Anticipate office needs before they become problems
- Improve systems and workflows when opportunities arise
- Help create a positive, supportive environment for both clients and clinicians
Marketing & Content Support
- Assist with creating and scheduling social media content
- Help photograph office events and practice updates
- Create simple graphics using Canva or similar platforms
- Update marketing materials and flyers
- Support community outreach and special events
We're Looking For Someone Who Is...
- Exceptionally organized
- Self-motivated and able to work independently
- Responsive and dependable
- A quick problem solver who enjoys finding solutions
- Detail-oriented
- Calm under pressure
- Friendly, warm, and professional
- Comfortable multitasking in a busy office
- An excellent communicator
- Adaptable and eager to learn
- Invested in helping create an exceptional client experience
Preferred Qualifications
- Previous receptionist, administrative, or customer service experience
- Experience in a counseling, medical, or mental health office preferred
- Familiarity with HIPAA and electronic health records is a plus
- Experience with social media management and content creation
- Experience with Canva or similar design software
- Strong computer skills (Google Workspace, Microsoft Office, scheduling software)
- Excellent written and verbal communication skills
- Bonus: Plant knowledge
Mental Health Skills
Although this is not a clinical position, our Front Office Coordinator is often the first point of contact for individuals seeking support. We're looking for someone who can:
- Communicate with empathy and professionalism
- Stay calm and grounded during emotionally charged situations
- Maintain healthy boundaries while remaining compassionate
- Recognize when a concern should be escalated to a clinician
- Treat every client with dignity, kindness, and respect
- Help foster a trauma-informed, affirming, and inclusive environment
Why Arise Wellness?
At Arise Wellness, we care deeply about both our clients and our team. We believe people do their best work when they feel supported, valued, and connected. We are committed to creating an environment where authenticity, collaboration, and personal growth are encouraged.
We're looking for someone who wants to grow alongside our practice, contribute ideas, take initiative, and become an essential part of our community.
*No current or former clients will be considered for this position*
We can't wait to meet you!
Pay: $15.00 - $17.00 per hour
Work Location: In person
