Administrative Support Specialist

Job Description

Job Description

Description:

ABOUT THE POSITION & ITS IMPACT

The Administrative Support role is the welcoming front line of our office, responsible for routing calls, supporting our Admissions team, and keeping daily operations running smoothly across Admissions, Business Development, and Operations.

But this role is so much more than a desk and a phone line. For many of our clients, the first voice they hear when they reach out to Onsite is one of the most important voices of their entire healing journey. They are often nervous, hurting, or finally working up the courage to ask for help. The warmth, calm, and care this person offers in those first moments can be the difference between someone hanging up or showing up. This is a position for someone who understands that a kind tone, a steady presence, and follow-through on the small details can quietly change the course of someone’s life.

ABOUT THE DAY-TO-DAY IN THIS ROLE

• Greet every caller and guest with a warm, professional, welcoming tone; answer calls within two rings and route them thoughtfully to the right person
• Manage the full registration paperwork process: uploading documents into the database, sending receipt confirmations, cross-checking referrals, and following up on outstanding paperwork and payments
• Support the Admissions team with database maintenance, registration coordination, and the referral-out process, including matching clients with appropriate therapist recommendations
• Handle daily mail flow, post office runs, and outgoing communications including inner child letters, brochures, and department mailings
• Keep the front office environment calm, clean, and ready for guests, including stocked water and refreshed sign-in materials
• Provide administrative support across departments: scheduling meetings, arranging conference calls, preparing correspondence, conducting research, and triaging incoming requests
• Partner with all departments to maintain timely, attentive responses to client needs
• Support CARF accreditation efforts and uphold HIPAA, confidentiality, and compliance standards in every client interaction
• Live out our ANCHOR values and help protect the culture and emotional safety of our space

Requirements:

IDEAL EDUCATION & EXPERIENCE FOR THE ROLE

• We are open to candidates of all backgrounds who bring warmth, professionalism, and a steady, organized presence to a busy office. The strongest candidates will have:
• A pleasant, professional phone voice and genuine comfort being the first point of contact for clients and guests
• Prior experience in a receptionist, front office, or administrative support role (about a year is helpful, but not a hard requirement)
• Strong organizational skills and the ability to prioritize multiple tasks and incoming requests without losing the thread
• Confidence with everyday office technology including email, word processing, spreadsheets, and database entry
• Strong written and verbal communication skills and clear attention to detail
• The ability to self-direct, work under pressure, and meet deadlines in a fast-paced environment
• Flexibility to occasionally work evenings or weekends as needed
• A high school education is required; some college coursework is a plus
• Above all, we are looking for someone who understands that this work matters, who can hold a calm and caring tone when callers are at their most vulnerable, and who genuinely wants to be part of a team that helps people heal.

ABOUT OUR BENEFITS & COMPENSATION PACKAGE

Onsite Wellness Group offers competitive compensation and benefits including:

• Competitive base compensation with discretionary bonus incentives
• Medical, dental, vision, disability and life insurance offerings
• 401K plan with company match up to 4%
• Attractive Paid Time Off policies
• Ability to participate in Onsite’s workshops
• Company Employee Assistance Program
• And more!

ABOUT ONSITE WELLNESS GROUP

Our collective vision is to create an emotionally well world, to reconnect humanity to themselves, to one another and to the world around all of us. Our team members, guides, clinicians and practitioners all work together to serve clients from places near and far all operating under the guidance of our company values, our ANCHOR values. The principes of authenticity, nurturing, courage, humility, openness and resilience steer our decision-making, the norms within our organization and how we gut check our future.

Onsite Wellness Group is a family of brands that provide emotional wellness and hospitality initiatives, in-person and digitally, including Onsite Workshops, Milestones, Onsite Adventures, Onsite Entertainment, The Onsite Foundation, Onsite Digital, Miles Adcox, Human School, Orchard Hill, and The Oaks. The Onsite family of brands provides services to an international client base through the company’s transformational emotional wellness experiences that combine some of the country’s best therapeutic, wellness, and personal-development minds with its signature healing hospitality. Onsite’s mission is to design and deliver transformational experiences that optimize life and build meaning and value into the human experience. Onsite’s work has been featured on 20/20, Good Morning America, New York Times, Wall Street Journal, Marie Claire, People, The Doctors, and more.

For more information, we encourage you to visit our website at experienceonsite.com.