Job Overview
Mind Mechanix, LLC is a small, boutique-style mental health practice in Milford, Delaware. We value personalized care, teamwork, camaraderie, professionalism, and creating an environment where both our clients and our team feel welcomed and supported.
We are seeking an experienced Office Coordinator to serve as the team-focused leader of the administrative side of our practice. This is a structured, consistent position with regular day-to-day responsibilities and the opportunity to take increasing ownership of office operations over time.
This is more than a traditional front desk position. The Office Coordinator helps keep the practice organized and running smoothly while supporting our clients, clinicians, administrative staff, and Owner/Clinical Director. The position combines office coordination, reception and client service, administrative support, team coordination, office operations, and executive/personal assistant responsibilities.
The ideal candidate is dependable, organized, personable, and proactive; someone who enjoys being part of a close-knit team, takes ownership of their responsibilities, notices when something needs attention, and follows through.
Duties
- Coordinate the day-to-day administrative operations of the practice.
- Serve as the primary front desk/reception presence and create a welcoming, professional experience for clients and families.
- Answer and return phone calls, respond to routine client questions, route messages appropriately, and maintain professional communication.
- Coordinate scheduling, appointments, calendars, and routine scheduling changes.
- Collect copays and conduct appropriate follow-up regarding outstanding copays and routine account matters.
- Assist clients with forms, paperwork, administrative questions, and routine practice processes.
- Follow up with prospective clients, referrals, and referral sources to ensure inquiries receive timely attention.
- Support the day-to-day administrative needs of our clinical team.
- Coordinate, prioritize, and delegate appropriate responsibilities to our part-time Administrative Assistant.
- Help maintain effective communication, teamwork, organization, and follow-through across the practice.
- Assist with onboarding, administrative records, practice documentation, and other confidential materials.
- Maintain organized digital and physical records while protecting confidential and sensitive information.
- Assist the Owner/Clinical Director with scheduling, organization, research, purchases, errands, projects, correspondence, and other executive/personal assistant responsibilities.
- Maintain an organized, comfortable, and professional office environment, including supplies, restocking, organization, and light custodial/office upkeep.
- Coordinate with vendors and outside organizations as needed.
- Assist with occasional practice events, community activities, and outreach.
- Identify routine administrative problems, take appropriate initiative, and follow issues through to resolution.
- Perform other administrative and operational responsibilities as appropriate to the position.
Schedule
- Full-time W-2 position
- Monday–Thursday, 9:00 AM–5:00 PM
- Some Friday work may be completed remotely based on practice needs and responsibilities
- A few practice or community events each year may require occasional evening, weekend, or adjusted hours
Compensation & Benefits
- Starting compensation based on experience, qualifications, demonstrated capability, and the level of responsibility a candidate is prepared to assume
- Anticipated starting rate is approximately $20/hour, with flexibility for an exceptional candidate who brings additional relevant experience, specialized skills, or demonstrated ability to add significant value to the practice
- 2 weeks paid vacation annually
- 7 paid holidays
- Some hybrid/remote flexibility on Fridays when appropriate
- Opportunity for increased responsibility and compensation as proficiency and contribution to the practice grow
Opportunity for Growth
We are looking for someone who can grow with Mind Mechanix. The initial focus will be learning and taking ownership of the core Office Coordinator responsibilities.
Once established in the position, there will be opportunities to cross-train in additional practice operations, including insurance credentialing, billing coordination, payroll-related functions, workflow development, and broader administrative responsibilities.
Candidates who already bring meaningful experience in these areas are encouraged to apply. Additional experience, specialized skills, leadership ability, and the capacity to independently assume higher-level responsibilities may be considered when determining starting compensation and future growth within the position.
Requirements
- Prior professional administrative, office coordination, office management, medical/mental health office, executive assistant, or comparable experience required
- College degree preferred
- Strong organizational and time-management skills
- Excellent attention to detail and follow-through
- Strong written and verbal communication skills
- Professional and personable telephone manner
- Comfortable interacting directly with clients, families, clinicians, and outside professionals
- Strong client/customer service skills
- Ability to manage multiple responsibilities and established routines efficiently
- Ability to work independently and exercise sound day-to-day judgment
- Team-focused with the ability to coordinate, delegate, and support others
- Proactive and willing to take ownership of responsibilities
- Comfortable learning new technology and administrative systems
- Able to maintain strict confidentiality and appropriately handle sensitive information
- Flexible and willing to contribute wherever reasonably needed within a small-practice environment
- Successful completion of required background screening and fingerprinting
- Current CPR certification or willingness to obtain and maintain certification
Additional Experience We Particularly Value
Experience in any of the following may strengthen a candidate's qualifications and may be considered when determining starting compensation and future responsibilities:
- Mental health or medical practice administration
- Team leadership, supervision, or staff coordination
- Medical billing or revenue-cycle coordination
- Insurance credentialing
- Payroll or bookkeeping support
- Executive or personal assistant experience
- Developing or improving office systems and workflows
- Community outreach, referral development, or practice-growth activities
Who We Hope to Find
We are looking for more than someone to simply staff a front desk. We want someone who enjoys being an important part of a small team and takes pride in helping that team function well.
The right person will be reliable, approachable, organized, resourceful, and team-focused. They will understand that good office coordination often means doing the everyday things exceptionally well—communicating clearly, staying ahead of responsibilities, helping coworkers, following through, and making sure clients receive a professional and welcoming experience.
For someone who demonstrates the ability and desire to take on more, there is meaningful room for this position to grow in responsibility, value to the practice, and compensation.
Location: Mind Mechanix, LLC — Milford, Delaware
Interested candidates should submit a resume and a brief introduction describing their relevant experience, why they believe they would be a good fit for Mind Mechanix, and what skills, experience, or strengths they believe they could bring to our team.
Pay: $19.00 - $24.00 per hour
Benefits:
Application Question(s):
- Do you have direct experience working in a HIPAA‑regulated environment (medical, mental health, or other healthcare setting)? Answer with Yes or No
- Are you able to consistently maintain strict confidentiality and appropriately handle protected health information (PHI)? Answer with Yes or No
- Are you willing to complete HIPAA training and adhere to all practice privacy policies without exception? Answer with Yes or No
- Are you comfortable following detailed privacy protocols, including secure record handling, controlled access, and compliance documentation? Answer with Yes or No
- Are you comfortable interacting directly with clients and families in a mental health setting? Answer with Yes or No
- Can you maintain a calm, professional, and trauma‑informed demeanor even during stressful or emotionally charged situations? Answer with Yes or No
- Are you able to communicate professionally over the phone, email, and in person? Answer with Yes or No
- Are you able to manage multiple tasks and established routines without constant supervision? Answer with Yes or No
- Are you comfortable learning new technology, scheduling systems, and electronic health record (EHR) platforms? Answer with Yes or No
- Are you willing to complete a background check and fingerprinting as required for healthcare employment? Answer with Yes or No
Education:
Experience:
- Health Care office administration: 2 years (Required)
Ability to Commute:
- Milford, DE 19963 (Required)
Work Location: In person
