Administrative Assistant/Receptionist

At Claibourne Counseling in Scottsdale, Arizona, we highly value our support systems and have the utmost gratitude for every member of our team, our clients, and our community. We are honored to serve children, teens, families, couples, and adults of all ages. We are a private pay, trauma-informed therapy practice who embraces learning, staying curious, and being open-minded. We engage ourselves in advanced training to better understand trauma and its impact on the human experience. Here at Claibourne, we genuinely believe everyone deserves the opportunity to enjoy happiness and live an optimal life ? and often just making that first call to seek counseling is a leap of faith and takes great courage. We are looking for a compassionate, highly motivated, and organized individual to join our team to help with greeting clients and also handle front desk and administrative tasks.

Key Responsibilities: ? Front Desk Management: ? Greet clients with a warm and professional attitude, ensuring a welcoming experience ? Manage check-in and welcome processes smoothly and efficiently ? Coordinate arrivals for all appointments at our various suites in the complex ? Appointment Coordination: ? Schedule, reschedule, and confirm client appointments via phone, text, and email with a concierge-level approach ? Maintain an organized and accurate client documentation system with follow-up with our Simple Practice CRM system ? Client Care: ? Address client inquiries regarding services ? Help identify the best therapist or referral for their care ? Handle client concerns and escalate issues when necessary ? Administrative Duties: ? Answer and route phone calls; take and relay messages promptly ? Maintain client records with accuracy and HIPAA confidentiality ? Support therapy team with any coordination, superbills, or documentation needed ? Inventory and Office Management: ? Track and order office supplies ? Assist in maintaining a clean and organized reception and waiting areas ? Maintaining lists and records for back-office management

Education:
? High School Diploma or equivalent (GED) required

Experience:
? Prior experience in a medical front desk, administrative, or high-end customer service role preferred
? Familiarity with appointment booking or medical records system is a plus

Skills:
? Excellent grammar and tone of voice
? Exceptional communication and interpersonal skills
? Desire to help individuals achieve their best
? Ability to provide a high-end, concierge-level experience for clients
? Strong organizational skills and attention to detail
? Ability to multitask and remain calm in a busy environment
? Comfortable with technology and troubleshooting issues
? Fact finder - problem solver

Availability:
? In-person availability (5 days per week - Mon-Fri)
? 8 hour shifts per day, 9am-5pm

Benefits:
? Competitive hourly pay
? W2 position
? 401k w/matching
? Performance bonuses
? Positive and supportive work environment

How to Apply:

If you are passionate about helping others and possess the skills to deliver outstanding customer service, please submit your resume and a brief cover letter detailing your experience. We look forward to meeting you!

Learn More About Us: https://ClaibourneCounseling.com

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