Administrative Coordinator

Front Desk/Office Coordinator

Better Life Counseling, LLC | Medford, Oregon

Help create a welcoming place where people can find support, healing, and hope.

Do you enjoy bringing order to a busy office, helping people feel comfortable, and following through on the details that make a team successful? Are you drawn to meaningful work in a mental health counseling practice that values Christian faith?

Better Life Counseling, LLC is seeking a compassionate, dependable Front Desk/Office Coordinator to support our Medford clinic. Our practice provides professional mental health counseling with Christian faith integration based on clients’ preferences and counseling goals. We are looking for someone who appreciates this mission and can extend warmth, respect, and professionalism to every person who contacts our office.

About the Role

As Front Desk/Office Coordinator, you will help clients feel welcomed and supported from their first inquiry through their ongoing care. You will coordinate daily front-office activities, support our counseling team, and keep essential administrative details moving forward.

This role is well suited to someone who combines a caring manner with strong organizational and leadership skills—someone who can respond kindly to a worried caller, manage competing scheduling needs, take initiative to find solutions and follow through accurately on important tasks.

What You Will Do

• Create a welcoming experience: Greet clients and visitors, answer calls, respond to messages, and help maintain a calm, inviting office.

• Coordinate scheduling: Assist with appointments, communicate scheduling changes, and support counselors to keep their schedules organized and full.

• Support new clients: Explain routine office procedures, assist with intake paperwork, and direct clinical questions to the appropriate counselor.

• Keep information organized: Maintain accurate administrative records, prepare documents, and support timely completion of required paperwork.

• Support daily operations: Monitor office needs, coordinate supplies, and help resolve routine administrative and/or technical issues.

• Help the team stay on track: Communicate clearly, anticipate needs, and follow through on tasks.

• Protect confidentiality: Handle sensitive client information carefully and follow clinic privacy policies and procedures.

What You Bring

• A high school diploma or equivalent and at least one year of administrative or office support experience.

• A warm, professional manner with clear phone, written, and in-person communication skills.

• Strong organization, accuracy, and the ability to manage interruptions while keeping track of priorities.

• Dependability, sound judgment, and consistent follow-through.

• Comfort learning and using scheduling software, electronic records, and office productivity tools.

• Discretion and a strong commitment to client confidentiality.

• Respect for our Christian-integrated approach to counseling and the ability to welcome clients from varied backgrounds with compassion and professionalism.

Especially Helpful Experience

• Work in a mental health clinic, healthcare office, or another setting involving sensitive client needs.

• Experience with electronic health records, appointment scheduling, and intake coordination.

• Familiarity with Google Workspace, including Gmail, Calendar, Docs, and Sheets.

• Experience answering insurance-related questions or coordinating with billing staff.

• Bilingual skills: English/Spanish

Why This Work Matters

Seeking counseling can feel overwhelming. A kind response, a clear explanation, and a well-organized process can help someone take the next step toward care. Your work will support both the people seeking counseling and the clinicians serving them.

Benefits

Paid Time Off - 3 weeks per year (begins to accrue after 6 months of employment)

401K with 4% matching (vested immediately)

Sick Time - up to 40 hours per calendar year per Oregon Law

More Information About Us

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