Client Services and Operations Coordinator

Job Description

Job Description

Client Services & Evening Operations Coordinator (Part-Time)

Hours: Monday–Thursday, 4:00pm–8:00pm (16 hours/week)
Location: Chicago, IL
Suggested Pay Range: $18–$25 per hour, depending on experience

Who We Are

AmWell Group is a trauma‐informed, culturally responsive mental health practice serving children, teens, adults, couples, and families in Chicago. In addition to our general therapy services, we provide specialized forensic support for families, including therapeutic family work, structured reunification support, and services for court‐involved clients. Our team values collaboration, compassion, and creating a safe, welcoming environment for every client who walks through our doors.

About the Role

We are seeking a reliable, warm, and highly organized Client Services & Operations Coordinator to support client flow, building access, scheduling needs, day to day operations, and administrative tasks during evening hours. This role is essential in creating a welcoming, safe, and smooth experience for clients and families arriving for therapy appointments.

Key Responsibilities

• Client Arrival & Building Access Management
• Monitor and manage client arrivals using the building’s ButterflyMX system.
• Escort clients from the first floor to our suite on the second floor, using either the stairs or the secured elevator (access code provided).
• Assist clients in navigating to other floors when needed.
• Ensure clients are greeted warmly and directed appropriately.
• Family Coordination & Safety
• Support families who require separated waiting spaces, staggered arrivals, or additional privacy considerations.
• Communicate with clinicians as needed to ensure smooth transitions and safe movement throughout the building.
• Scheduling Support
• Assist with scheduling and rescheduling client appointments.
• Communicate changes to clinicians and clients in a timely, professional manner.
• Operational Support
• Maintain awareness of suite activity and client flow.
• Provide general administrative support during evening hours.
• Close and organize the office in preperation for the next day

Qualifications

• Prior experience in customer service, client-facing roles, front desk, or administrative support preferred.
• Ability to walk between floors and escort clients as needed.
• Comfortable using or learning building access systems (e.g., ButterflyMX).
• Strong interpersonal skills with a warm, calm, and professional presence.
• Excellent communication and organizational skills.
• Ability to maintain confidentiality and uphold a trauma-informed, client-centered approach.
• Reliability and punctuality are essential.

Ideal Candidate

Someone who is reliable, steady, warm and interpersonal, attentive and able to manage multiple moving parts while creating a supportive environment for clients and families. This role is a great fit for individuals interested in mental health settings, social services, or administrative work in a therapeutic environment.

Benefits:

• Paid time off (eligible after 90 days)

Education:

• High school or equivalent (Required)

Experience:

• Client services: 2 years (Preferred)

Work Location: In person