Client Care Coordinator

Be the first voice of warmth and support for those beginning their mental health journey.

Hillary Counseling is a boutique psychotherapy practice located in Milwaukee’s Historic Third Ward. We provide modern, high-quality mental health care for individuals, couples, and families.

As our practice continues to grow, we’re looking for a warm, highly organized, and self-motivated Client Care Coordinator to support our team and serve as the first point of contact for potential clients.

This is a remote, part-time position (10–15 hours/week) with the possibility of growth.

Responsibilities include

• Respond to client phone calls and emails with compassion and professionalism
• Gather intake information and help match clients with the right therapist
• Provide clear information about our services, specialties, and clinicians
• Schedule appointments and send intake paperwork
• Maintain and update spreadsheets to support internal reporting and data analysis
• Communicate with referral sources via email, handwritten notes, or occasional in-person visits
• Provide administrative support to our team of therapists
• Attend a monthly 1-hour virtual staff meeting to stay connected with our team and services

The ideal candidate will

• Be a strong communicator with excellent organizational skills
• Be proficient in Excel and can maintain spreadsheets to track trends and organize data
• Bring warmth, empathy, and respect to every interaction
• Understand the importance of confidentiality and professionalism
• Be self-driven and detail-oriented, able to manage tasks independently
• Passionate about mental health, wellness, and providing a supportive experience for those seeking care
• Uphold our values of authenticity, compassion, and client-centered care

Requirements

• Bachelor’s degree (preferred; ideally in counseling, psychology, communications, business, or a related field)
• 1–3 years of experience in administrative support, client-facing roles, or the mental health field
• Strong attention to detail, particularly with scheduling and data tracking
• Proficiency in Excel or Google Sheets (ability to track and organize data accurately)
• Ability to manage multiple tasks independently in a remote environment
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and commitment to client confidentiality
• Familiarity with EHR or scheduling platforms (e.g., Theranest, SimplePractice, etc.) is a plus

Schedule is flexible. You will answer calls and emails as soon as possible from home or while away from home.

We’re looking for someone who values meaningful connection, takes pride in creating a thoughtful client experience, and wants to be part of a modern, client-centered practice that approaches mental health with passion, intention and care.

To apply, email your resume and a brief note about your interest to : ***email_hidden***.