Office Administrator

Job Title: Office Administrator

Position Summary

The Office Administrator plays a vital role in supporting the daily operations of a behavioral health program by combining administrative coordination with direct client support. This position ensures a smooth and organized office environment while assisting with client flow, intake processes, and communication between staff, clients, and payers. The role requires strong attention to detail, compassion, and the ability to manage multiple responsibilities in a fast-paced setting.

This individual is responsible for overseeing front office operations, coordinating client enrollment and attendance, processing billing documentation, and maintaining compliance with required reporting. The Office Administrator serves as a key point of contact for clients and families, supporting a positive and structured experience from initial intake through ongoing services.

Key Responsibilities

Client Support & Supervision

- Assist behavioral health clients with transitions, including entry into the facility and movement to classrooms

- Provide support for client needs such as bathroom breaks in accordance with program guidelines

- Monitor and track daily client attendance

- Help maintain a structured, safe, and supportive environment for clients throughout the day

Client Enrollment & Intake Coordination

- Facilitate client enrollment processes from initial inquiry through onboarding

- Conduct intake screening and gather required documentation

- Ensure all intake paperwork is complete, accurate, and compliant

- Maintain organized and up-to-date client records

Billing & Payer Coordination

- Process educational and/or behavioral health billing documentation

- Submit required paperwork to appropriate insurance providers or payers

- Track and follow up on billing submissions as needed

- Support accurate documentation for reimbursement and compliance

Administrative & Office Operations

- Answer and direct incoming phone calls in a professional manner

- Manage incoming and outgoing mail

- Perform copying, scanning, and general clerical tasks

- Maintain office organization and ensure daily operational readiness

- Coordinate and manage supply inventory and place orders as needed

Reporting & Documentation

- Coordinate, collect, and organize quarterly reports

- Ensure timely submission of required documentation and reports

- Maintain accurate records to support audits and program compliance

Scheduling & On-Site Support

- Maintain consistent on-site presence during operating hours (7:45 AM – 3:45 PM)

- Support daily workflow and coordination between staff and departments

- Assist with prioritizing tasks to ensure smooth day-to-day operations