Office Administrator

Job Description

Job Description

The Office Administrator is responsible for how The House Project runs day-to-day as a physical space and as an office. This role owns the building, the clinic environment, supplies, the clinic calendar, and front-office coordination so that clinical staff can stay focused on clients. The Office Administrator coordinates closely with Financial Leadership on purchasing, ordering, and vendor payments, and with Operations Leadership on scheduling, events, and office systems.

This is a non-clinical, non-billable role. The Office Administrator does not provide direct ABA services, supervise clinical staff, or review clinical documentation. Clinical and behavioral questions are routed to the supervising BCBA or Clinical Director.

Building & Facilities Management

• Serve as the main point of contact for all building and facilities needs, including maintenance requests, repairs, vendors, and the landlord or property manager
• Respond to urgent facility issues the same day (e.g., plumbing, HVAC, power, locks) so they do not wait on leadership
• Schedule and oversee routine services such as carpet cleaning, janitorial, pest control, and HVAC maintenance
• Conduct regular walk-throughs to keep therapy rooms, common areas, restrooms, and the lobby clean, safe, and client-ready
• Track and report safety concerns, broken equipment, and facility repairs until resolved

Clinic Environment & Materials

• Manage toy and material rotations on a set schedule — clean, sort, retire, and refresh items
• Keep therapy rooms, supply closets, and the front office stocked and organized
• Track inventory and submit purchase requests for supplies, cleaning products, and office materials to Financial Leadership within budget
• Plan and set up holiday and seasonal decorations so the clinic feels warm and welcoming year-round
• Maintain the foyer and waiting area, including water and snack stations

Calendar & Office Coordination

• Manage the clinic calendar, including closures, holidays, staff meetings, trainings, orientations, vendor visits, and events
• Coordinate room use so shared spaces are available for scheduled sessions, meetings, and trainings
• Plan logistics for staff events, family events, and community outreach
• Answer and route office phone calls and the general inbox during clinic hours

Hiring Support

• Conduct phone screenings for RBT, Lead Therapist, and administrative candidates
• Participate in in-person interviews alongside the Clinical Director or hiring lead
• Schedule interviews and communicate with candidates from first contact to offer
• Keep candidate records and the hiring pipeline organized and up to date

Administrative Support

• Serve as the first point of contact for non-clinical concerns from staff or families during clinic hours
• Support onboarding logistics, including workspace setup, keys and badges, supply kits, and orientation scheduling
• Track staff certification and renewal dates (RBT, CPR, NPI) and send reminders before they expire
• Provide first-line support for Procare and Passage EHR access and service inquiries, escalating to Billing & Systems as needed
• Keep office records, vendor contracts, and facility documents organized and current
• Follow HIPAA requirements in how the office handles client information, records, and shared spaces
• Attend weekly team meetings and required trainings

Family & Visitor Experience

• Greet families and visitors and keep the lobby welcoming
• Support client check-in and check-out at the front desk
• Communicate clearly with families about closures, building updates, and clinic events
• Route clinical or behavioral questions to the supervising BCBA or Clinical Director
• Represent The House Project’s values and culture in all family-facing interactions

The House Project is a BCBA-owned applied behavior analysis (ABA) practice dedicated to providing high-quality, compassionate, and individualized services for children and families. We offer clinic-based and community-based programs focused on early intervention, skill development, and meaningful progress—partnering closely with families to support growth across home, school, and community settings

Company Description

The House Project is a BCBA-owned applied behavior analysis (ABA) practice dedicated to providing high-quality, compassionate, and individualized services for children and families. We offer clinic-based and community-based programs focused on early intervention, skill development, and meaningful progress—partnering closely with families to support growth across home, school, and community settings