Office Adminstration

About the Role:

*BILINGUAL Needed*

The Office Administration-Scheduler plays a critical role in ensuring the smooth and efficient operation of scheduling within an organization. This position is responsible for managing incoming client calls, coordinating appointments, and facilitating communication between clients and internal teams. The successful candidate will serve as the first point of contact, providing exceptional customer service while maintaining accurate records and data integrity. By effectively organizing and prioritizing tasks, the Scheduler supports the overall administrative functions and contributes to a positive client experience. This role requires a detail-oriented and proactive individual who can handle multiple responsibilities while maintaining professionalism and confidentiality.

Office Schedule:

• Monday-Friday 1:00pm-6:30pm.
• Part time afternoons
• Potential for growth and expand hours.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in office administration, customer service, or a related field.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Proficiency with standard office software such as Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• Experience working in a healthcare, social services, or office environment
• Basic knowledge of data privacy regulations such as HIPAA.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Additional training or certification in office administration or customer service.

Responsibilities:

• Manage and process incoming client cancellations and document accurately and promptly.
• Schedule and coordinate client appointments and follow-ups with relevant departments or personnel.
• Serve as the primary point of contact for clients, addressing inquiries and providing information.
• Maintain organized and up-to-date client records in compliance with company policies and data protection regulations.
• Collaborate with internal teams to ensure seamless communication and efficient workflow throughout the process.
• Assist with general office administrative duties such as filing, data entry, and managing correspondence.
• Identify opportunities to improve procedures and contribute to process enhancements.

Skills:

The required skills enable the Scheduler to efficiently manage client information and maintain accurate records, ensuring data integrity and compliance with organizational standards. Strong communication skills are essential for interacting professionally with clients and internal teams, facilitating clear and effective information exchange. Organizational abilities help prioritize tasks and manage scheduling to support a smooth intake process and overall office operations. Proficiency in office software allows the coordinator to perform data entry, document preparation, and correspondence management with accuracy and speed. Preferred skills, such as familiarity with EHR systems and knowledge of privacy regulations, enhance the coordinator's capability to work within specialized environments and handle sensitive client data responsibly.