Intake Administrative Coordinator - Healthcare (Native/Fluent English required)

The Administrative Coordinator serves as the heartbeat of the practice — the first point of contact for new clients and the bridge between therapists, patients, and operations. This role ensures smooth daily coordination, manages the full client intake experience, and maintains organized, accurate systems behind the scenes. The ideal candidate combines warmth and professionalism with strong communication, organizational, and technical skills.

Key Responsibilities

Manage the client intake process: answer inquiries, assess client needs, explain services and policies, and match new clients with the right therapist

Schedule, reschedule, and confirm appointments for all therapists; monitor cancellations and no-shows and follow up promptly

Send intake paperwork, ensure timely completion, and maintain accurate client records within the EMR (SimplePractice)

Handle inbound calls and messages with empathy and clarity; manage objections and sensitive conversations calmly

Track client and operational data using Google Sheets/Excel, maintaining up-to-date dashboards and tracking tools

Support billing inquiries, referrals, and communication between clients and therapists.

Assist with l marketing administration, including managing social media and email campaigns

Uphold confidentiality and HIPAA compliance at all times

Requirements

Required Qualifications

• Fluent in English with excellent written and verbal communication skills
• Proficient in Google Sheets/Excel and capable of maintaining structured data and reports
• Highly tech-literate; comfortable with EMR systems, scheduling tools, and digital communication platforms
• Minimum 2 years of administrative or coordination experience in a professional or healthcare environment
• Strong organizational skills, attention to detail, and ability to multitask in a fast-paced setting
• Empathetic, composed, and professional in all client interactions

Preferred Qualifications

Experience in a mental health or therapy practice environment
Familiarity with SimplePractice or other EMR software
Background in marketing coordination or social media management
Deep alignment with the client’s values: Full Cup First, Humble Confidence, Cultivates Community, Commitment to Connection, and Trust

Benefits

HMO with 1 free dependent upon hire

Life Insurance

20 PTO credits annually

Night Differential

VL and SL cash conversion

Annual Performance-Based Merit Increases and Employee Recognition

Great Company Culture

Career Growth and Learning

A laptop will be provided by the company

Night Shift

WORK FROM HOME

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SuperStaff is a comprehensive outsourcing solutions provider offering call center services offshore in the Philippines, nearshore in Colombia, and onshore in the United States.

Initially a captive market for its mother company, servicing the health and biopharma sectors for decades, SuperStaff diversified internationally. Three years ago, we managed to grow in size and expand our service portfolio. As we gain competencies in multiple industry verticals, we extend our clout in servicing start-ups and Forbes-ranked enterprises with back-end support and transformative BPO solutions.